How Do I Politely Remind Leaders to Hold Their Scheduled Meetings?

Hello friends,

We have fixed meetings happening in our department such as monthly, weekly, etc. It has been observed that some of the meetings are not taking place. For example, monthly meetings are not occurring every month. My boss has instructed me to write an email to the leaders who are not conducting these meetings in their teams. I need to nudge or drive them. Please help.

Rather than sending an email just for conducting the meeting, suggest that the HODs should send the minutes of the meeting (MOM) to _______. Monitoring the MOM is a better means of controlling the functioning of the company. The second important thing is linking the latest MOM with the last 2-3 MOMs. Are there a few points that continue to appear in each meeting but no action is being taken?

Questioning the Need for Meetings

Above all, why do you want HODs to conduct the meeting? A meeting is a means and not an end. Therefore, ask the question: Can the HODs achieve results even without the meeting? Are the HODs able to meet the KRAs of their position or even for their departments? If KRAs are met, then why bother about the meetings?

While you have asked for the draft of the mail, in my reply, I have questioned the very logic of sending the mail itself. Before sending the mail, it is important to take into consideration the contents of the mail.

Thanks,

Dinesh Divekar

Thank you, Dinesh, for explaining in such a wonderful way. You're right, but it's important to conduct meetings to discuss various things. Meetings are important because the leaders get to know what is happening at the site level. Through video conferences, the site managers update what is happening on-site. I just want to urge the Heads of Departments to conduct meetings, which have not been happening for the past few months, through email. Please help.

The Ineffectiveness of Meetings

In most organizations around the world, many meetings (in my 50-year experience - 99.9%) are totally useless and a waste of time. Too many people, especially management, hold meetings for the sake of having them. They think they must hold meetings because that is their job, and it somehow makes them look important.

Most people, other than management, hate attending meetings. The OP says, "it is important to have meetings to discuss THINGS." Therein lies your problem. What "THINGS"? Is a meeting the only solution to this problem? What other means of communication have you tried? None, I'll bet.

Alternatives to Meetings

Meetings are NOT the be-all and end-all. You need to look at alternatives. However, if you must have a meeting, then:

- It needs to be structured.
- It needs a set agenda with topics for discussion.
- It needs a TIME LIMIT.
- It needs a chairperson who can keep control of the meeting and close down the time wasters.
- It needs a minute-taker who can document the actions and who is in charge of implementing that action.

Too many meetings go on for 1 hour when all that is needed is 15 minutes. Also, too many meetings revisit old ground. Keep minutes and hold people accountable for the actions decided.

And, don't have weekly meetings when monthly meetings will achieve the desired outcome. When staff see that the meetings are important, useful, and achieve outcomes, then you will get buy-in. NOT BEFORE.