The Meeting Trap: When Construction Meetings Matter
By Brenden Melanson
Ever been stuck in a meeting, drumming your fingers on the table, thinking about the trade you need to call or the owner that’s waiting for your report? As contractors, we've all been there. Just like that guy on your team who does the bare minimum and clocks out right at 4pm, sometimes meetings can feel like they're just ticking a box without adding real value
The issue isn't meetings in general - it's unproductive meetings. Today, let's embark on a journey of reevaluating our meeting habits, optimizing them, and making them as effective as every other tool in our business toolbox.
The issue isn't meetings in general - it's unproductive meetings. Today, let's embark on a journey of reevaluating our meeting habits, optimizing them, and making them as effective as every other tool in our business toolbox.
Is a meeting necessary?
Before you send that calendar invite, make sure you've considered if the meeting is necessary, and who really needs to be there. This is similar to optimizing a worker's output; we need to ensure that we aren't scheduling meetings as a knee-jerk reaction.
Consider the project scope, current status, and what the agenda should include. If you haven’t clarified these details, hold off on that meeting invite. Instead, set aside some time to review the issue independently with a colleague to see if you can find a solution. Once you've done your homework, you're ready to assess if a meeting is necessary.
Consider the project scope, current status, and what the agenda should include. If you haven’t clarified these details, hold off on that meeting invite. Instead, set aside some time to review the issue independently with a colleague to see if you can find a solution. Once you've done your homework, you're ready to assess if a meeting is necessary.
Do you need team input?
Just as you would evaluate whether a task requires additional workforce or can be handled by the existing team, ask yourself, "Do I need outside input to make progress?" If the answer is no, it's time to update your to-do list and take action. No meeting needed!
But if you find yourself needing feedback or answers before you can take the next steps, then you might want to consider involving others. But does it really need to be a formal meeting?
Can this meeting be an email?
Before jumping to schedule a meeting, consider if a real-time conversation is essential. You'd be surprised at how often an email or a quick chat can replace a meeting. These are excellent alternatives, especially when you're seeking feedback on plans or other construction documents.
If a real-time conversation is necessary, weigh in on the best mode of communication. Would an online chat suffice, or does it require a more personal touch like a phone or video call?
If a real-time conversation is necessary, weigh in on the best mode of communication. Would an online chat suffice, or does it require a more personal touch like a phone or video call?
How Can You Leverage Technology?
In the age of technology, face-to-face meetings have taken a backseat. They're like that old-school contractor who refuses to adapt to the digital world. Sure, in-person meetings have their place, but they aren't the only way to communicate.
Use online communication tools to your advantage. They not only save you the hassle of commuting but also keep you from twiddling your thumbs waiting for late arrivals.
If a face-to-face meeting is the only option, make sure it's as efficient and productive as possible. Be clear about your meeting's intent, establish desired outcomes, and prepare necessary materials in advance.
Use online communication tools to your advantage. They not only save you the hassle of commuting but also keep you from twiddling your thumbs waiting for late arrivals.
If a face-to-face meeting is the only option, make sure it's as efficient and productive as possible. Be clear about your meeting's intent, establish desired outcomes, and prepare necessary materials in advance.
In Conclusion
Think of meetings as an investment. Before you schedule your next meeting, consider the decision process above. With strategic thinking, you can reduce the number of unproductive meetings, leaving you more time for action. After all, the goal is to be efficient with our time both on site and in the office.
In the fast-paced world of contracting, building takes time and time is money. Let's ensure we're using our time wisely, fostering meaningful conversations, and making the most out of our meetings.
In the fast-paced world of contracting, building takes time and time is money. Let's ensure we're using our time wisely, fostering meaningful conversations, and making the most out of our meetings.