Pl Help Me To Draft An Email To Colleagues To Nudge Then To Conduct N Attend Meetings In Their Deapartments

Hello friends,
We have fixed meetings happening in our dept such as monthly, weekly etc. It is been observed that some of the meetings are not happening. For e.g..monthly meetings are not happening every month. My boss has told me to write an email to the leaders who are not conducting these meetings in their team. Nudge or drive them.please help

Dear Cavity,

Rather than sending mail on just for conducting the meeting, write that the HODs should send the minutes of meeting (MOM) to _______. Monitoring the MOM is 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 few points that continue to appear in each meeting but no action is being taken?

Above all why do you want HODs to conduct the meeting? Meeting is means and not ends. Therefore, ask question whether HODs able to achieve the result even without the meeting? Are HODs able to meeting 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. Nevertheless, in my reply, I have questioned the very logic of the sending the mail itself. Before sending the mail, it is important to take into consideration the contents of the mail.

Thanks,

Dinesh Divekar

Thanks Dinesh for explaining in such a wonderful way. Ur right but it's imp to conduct meetings as to discuss various things. Meeting is imp bcos the leaders get to know wats happening in the site level. Thru video conference, the site mgrs updates wats happening in the site. I just want to tell the HODs to conduct meetings which is nt happening for the past few mths thru email.pl help

Hi,
You are asking for a solution to a specific problem that you are currently facing. Am I correct?
Let us say, I will send you a draft of the email you want. Then next time when you face a different situation, what will you do? Ask me again for another draft?
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Anand

In most organisations round the world, many meetings (in my 50 year experience - 99.9%) are totally useless, and a waste of time.

Too many people - especially management - have meetings for the sake of meetings. 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.

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 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.