A good deal of research has been conducted (and no doubt research funds spent!) on identifying what is the "ideal" length of a meeting.
But of course, the mere application of common sense dictates their will never be a universal right or "magic" answer to this.
Factors that may be relevant to determining what the length of a particular physical or remote meeting in advance are as follows:-
● what is the end game; can it be achieved in 1 meeting or might it be more productive to have a staged meeting process
● how many issues need covered? Are they complex and so need closer attention, as if so the meeting length may need to reflect this? Try to limit consideration of a single issue to 40 minutes
● how many attendees are there? Does the meeting give enough time for everyone to contribute or can their be shorter break out meetings on identified sub topics?
A better and more useful question to pose than how long a meeting should last may be to ask what would help the meeting to be a success and achieve its objectives.
And ideally, the following considerations could guide thinking in this respect:-
● having a clear agenda and associated one line mission statement for the meeting circulated well in advance, alongside any preparation required from attendees
● actively encouraging questions or requests for clarification in advance
● appointing a good and respected chairperson with appropriate discussion and people management skills, together with a multi disciplinary grasp of overlapping areas and themes
● determining the length and format of the meeting in advance using the above criteria only as a guide
● providing refreshments if the meeting is to be over a half hour or held first thing in the morning, and give time to access them
● deciding if the subject matter of meeting justify a separate venue away from place of work for creative thinking?
● making sure the tech is right and that everyone can access and contribute if a meeting is remote to avoid the kind of challenges described in our post entitled ""Don't wave in vain!""
● if possible, steering clear of end of day or lunch time meetings on important matters, when attention is more likely to be naturally waning
● summarising conclusions of the meeting and achievement against mission statement; communicating next steps at the end of the meeting and encapsulating this into a brief minute for circulation.
It may also assist to have independent non executive director or representative in attendance who can instil some welcome independence into the meeting.
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