Common Mistakes That Project Managers Need To Avoid. Even Senior Leaders Can Learn From. Scheduling A Meeting At The Right Day And The Right Time For Best Impact.
Igor ZdorovyakDirector of Projects| ImmunovantFair Lawn, Nj, United States
When studies point that 20% of the people attending meetings say that they rather watch paint dry. You have better think twice about when you are scheduling those meetings.
Monday morning seems to be like an ideal time to host a meeting. Everyone is rested and full of energy. However, folks will experience rise in frustration as well as decline in morale by sitting around in the meetings and not being able to utilize their energy to accomplish what they need to do. Monday's and Friday's are also the most likely days for people to be out of work place.
"Early Bird Gets It's Worm." Nice motto. But not ideal for a meeting. As a Project Managers you probably prepare for your meetings the day before. Right? When you come in the morning you are detached from the topic. Then you scramble a moment before the meeting to get yourself on track of what needs to be accomplished at the meeting. Others are sleepy in the morning and paying attention could be difficult.
Having meetings too late at the end of the day is not ideal either. People are rundown and tiered at the end of the day. Some are running to get their kids from school or into after school activities. Studies also show that we don't make best decisions towards the end of the day. What happens when people get tiered and have to make a decision? The answer - people tend to simplify the decisions. Making decisions simple can mean not putting a lot of though into it. Then the results of those decisions might night be the correct once.
Also, holding meetings close to the end of the day will elicit less participation and engagement than the ones held earlier in the day.
Scheduling a meeting right before lunch and noon is a pretty bad time as well. People get hungry and get into what the scientist call "fight or flight" syndrome. Making people who disagree with a particular point of view to hold tight to their positions and the chance of willingness to compromise goes down to zero percent.
Scientific studies have determined that the ideal day and time to schedule a meeting is Tuesday at 2:30 PM. It is not too early during the week. People got situated back into the work grove. The time is also just right. People already had lunch and no resentment will be held against you for not meeting their basic needs.
So book this day and time slot well into the next year. And have a pleasant and productive meetings. Saving Changes...
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RAJESH K LProject Manager, PMP| Bharat Electronics, Bengaluru, IndiaBengaluru, Karnataka, India
"Humanity has advanced, when it has advanced, not because it has been sober, responsible and cautious, but because it has been playful, rebellious and immature."
