Stephen Caruana on meetings: Are they really a waste of time?

Meetings often get a bad reputation – seen as unproductive time sinks that take people away from ‘real work.’

But Stephen Caruana, Managing Director at Pixie Software, argues that this perception is misguided. In a recent LinkedIn post, he challenges the blanket dismissal of meetings as ineffective, stating that when conducted properly, they serve as powerful tools for communication, decision-making, and collaboration.

Mr Caruana’s stance is clear: It’s not meetings that are inherently bad, but rather poorly executed ones. The solution is not to eliminate meetings but to ensure they are run effectively. He outlines a structured approach to achieving productive meetings, offering insights rooted in experience and inspired by Peter F. Drucker’s The Effective Executive – a book that has significantly shaped his approach to decision-making.

Mr Caruana proposes a three-phase approach: Preparation, execution, and follow-up.

Before the meeting

• Define the purpose: Establish a clear agenda, time frame, duration, and venue.
• Limit attendees: Only invite those whose presence is essential.
• Prepare in advance: Ensure all participants have the necessary information before the meeting.

During the meeting

• Choose the right format: Tailor the meeting structure based on its objective.
• Keep notes: Assign someone to take clear and concise minutes.
• Stick to the agenda: Avoid veering into unrelated discussions.
• Summarise key points: Before closing, recap decisions made and responsibilities assigned.

After the meeting

• Share meeting notes: Distribute a summary to all attendees.
• Clarify action items: Reiterate deadlines and responsibilities.

By following these principles, Mr Caruana asserts that organisations can foster a culture of efficient and purposeful meetings.

Choosing the right meeting format

Not all meetings serve the same purpose. Mr Caruana outlines several types of meetings and their ideal structures:

• Formal statement or document preparation: A draft should be prepared in advance, with one person responsible for finalising and distributing it post-meeting.
• Announcements: Keep discussions limited to the announcement itself.
• Single-person reports: Should be focused on the report and subsequent discussion.
• Multi-person reports: Encourage clarification questions but avoid lengthy discussions. Reports should be shared beforehand to ensure efficiency.
• Informational briefings: The recipient should primarily listen and ask questions only for clarification, avoiding unnecessary debates.

Implementing effective meeting practices

Mr Caruana acknowledges that not every meeting will be perfect, but the key is continuous improvement. His practical guidelines can be implemented progressively until they become second nature.

His message is clear: Instead of eliminating meetings, businesses should focus on making them purposeful and efficient. By following structured best practices, organisations can harness the true power of meetings – ensuring they facilitate communication, drive decisions, and enhance productivity.