Office Meetings: Are you really required there?

Are you really required there

Over past two decades, I must have attended hundreds of meetings in relation to my professional work. These meetings were of various nature, including discussions of audit observations with auditees, meetings of CFTs (where I was invited as expert), audit committee meetings and board meetings, review meetings and of course business development meetings, organized at my behest.

If I am attending the meeting as the lone representative of my organization, I have to do most of the speaking and get lesser time to observe the people present. But if I am accompanied by any of my colleagues, then I get some time to observe the people, their actions, reactions, oratory, communication skills, overall participation in the discussions, body language and many more.


A lot has been written about the meeting etiquettes, communication skills, presentation skills, listening skills, attire and what not. So many suggestions and recommendations are available about the quality of the meeting decorum, but seldom anything is discussed or even thought about the quality of the meeting quorum. Here I am using the word quorum for people attending the meeting and not as the minimum number of attendees required under any kind of stipulation.

Office Meetings: Are you really required there

Precisely that is the reason I am raising the question, ‘Are you really required there’? It is really necessary to review the ‘Meeting Culture’ in the organizations.

Recently, I got a chance to go through some kind of sample survey conducted internally by the HR department of one of my clients. The purpose of the survey was totally different. But for me it revealed so many amazing facts. Let me list down some of them. The company has 40 working hours per week as standard.

  • Senior managers, generally HODs, had spent average 26 hours in meeting. Of which almost 20 hours were in those meetings, where their presence was not really required. Further, this has resulted in average 14 hours of extra working by them, in order to complete the routine work.
  • Middle level and junior level employees had spent about 12 hours in the meetings. Most of them have not spoken a single word. Many of them accepted
    that they were communicating with their other colleagues by sending text messages or some were playing a game too.
  • The most amazing statistics was about the people in the categories of workers,line supervisors and office assistants. It was revealed that these categories had spent about 3-5 hours a week in meetings.

After enjoying these survey results for some time, I was compelled to think about this whole issue of ‘Office Meetings’. I realized that indeed there are more number of people who were really not required to attend the meeting. Or if they were required, then definitely not required to attend the whole of the meeting. What a waste of man power. What a waste of important resource.

I discussed this issue with my team members, senior officials at clients and my other professional friends. All of them were of the similar opinion. Basis our discussions, I have gathered some recommendations which I would like to put for your consideration.

  • There is no need to call all the members required at the same time. If the meeting is say for discussion audit observations, only concerned people can be called one after other. If the first area for discussion is Purchase, why Sales people should be present there? They can join later.
  • Often I have seen that all the employees in a department attend the meeting. This can also be avoided. The main officers of the department should attend the meeting and other members be called only for discussing the issue related to him / her.
  • Many a times, the purpose and agenda of the meeting is not circulated in advance. So initially time is wasted in explaining the purpose and agenda. If this is circulated in advance, people can come prepared and meeting can be started directly over the points.
  • Another disadvantage of people coming unprepared is that they restrict
    themselves from commenting. In that case the whole purpose of the meeting.

From our side, we have started circulating the list of our audit observations to all the concerned auditees. We also mention the names of the concerned persons related to every issue. This is for the reference of the HOD only. This helps them to understand the issue in advance and come prepared for the discussions. This also helps them to call upon the person concerned. During the audit closure meeting, we request the CEO and CFO to invite the teams one by one. This has been well accepted by most of them.

Dear reader, these are some of the issues I have listed. Please let me know your views, opinion and suggestions on this topic.

CA Milind Limaye
Partner
Internal Audit Division
Email: milind.limaye@kirtanepandit.com

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