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Thirteen Reasons to Hold a Meeting:

Decide to hold a meeting should be a serious consideration, since there are so many costs involved, both direct and indirect - people's time and productivity, for example. So, the first thing is for the person wanting to hold the meeting to determine how necessary it is to meet. Here is a list of thirteen major reasons people need to meet: To communicate or request vital information. When you need a group consensus. To respond to questions or concerns. When you need a decision or an evaluation on an issue. When you need acceptance or support of an idea. To sell an idea, product or service. To brainstorm ideas. To solve a problem, conflict or difference of opinion. To generate a sense of team spirit. To provide training or clarification of a project. To alter perceptions or attitudes. To provide reassurance on an issue or situation. To create an awareness or interest in an idea, situation or project. Thirteen Reasons Not to Hold a Meeting. Meetings can easily become addictive, so before you schedule another meeting just for the sake of it, check to make sure you are not meeting for the wrong reasons. Here are thirteen reasons not to hold a meeting. When you meet for the sake of meeting - same time, same place, every week. When someone's ego gets in the way and they want to look important and in control. When the information could be communicated another way. When key people are unavailable. When participants don't have time to prepare. When your decision is controversial and is likely to create resistance. When the costs are greater than the benefits. When other issues blur the decision at hand. When the subject matter is confidential. When nothing would be gained or lost by not having a meeting. When you have nothing else to do and want to look busy. When you want an excuse to get out of the office. Eight Common Meeting Substitutes If, after careful consideration, you decide that your meeting isn't necessary, how else can you communicate your thoughts, ideas, or suggestions? Aside from telepathy and carrier pigeon, here are eight common meeting substitutes. Arrange a telephone conference call. Write a memo (no longer than a page). Write a brief report. Fax your information. E-mail your information. Post the information on your company's intranet. Arrange a serious of one-on-one discussions. Do breakfast, lunch or dinner, especially when you want to get to know the other person better.