Delays in meetings: how to avoid them?
If accuracy was for Louis XVIII "the politeness of kings", this is not always true for the participants in the meetings.
Breaches of schedule are commonplace, affecting everyone's organization and the efficiency of everyone's work.
Do you have recalcitrant or chronically distracted employees in your ranks?
To ensure that your future meetings start on time, here are some tried and tested methods.
Right on time
In order to mobilize your employees in an optimal way, it is better to put all the chances on your side.
First rule: set a schedule that is physiologically reasonable and fits the schedule of the majority of participants.
A solution that will limit excuses such as traffic jams or failure to wake up: ideally 9:30/10:00 in the morning, 14:00/14:30 in the afternoon. The recommended time slots for top creativity!
Communicating on D-Day
Identifying the objectives and issues of your meeting is essential to motivate your employees. They will feel more involved and will be more inclined to make an effort to be on time.
Also remember to announce the date and time well in advance. The participants will have all the time in the world to organize themselves to be present on the day and at the time indicated, even if they come from far away. Why not take the opportunity to mention that the meeting will start precisely at the time indicated? A reminder by e-mail the day before will also be beneficial.
The time is the time!
No "master of ceremonies" is immune to the imponderables (a faulty technology, an emergency call...) and has a total control of the clocks.
However, he must set an example by starting the meeting on time, if only out of respect for the employees who have made the effort to be punctual (or are naturally punctual). Once the rules of the game have been established, he or she will have every right to enforce them afterwards and to be firm with latecomers.
Setting the record straight
Whether the latecomer is acting out of negligence, lack of motivation or a hint of provocation, several reactions are possible, it is up to you to choose the one that best suits the context, his personality and yours:
-signalling his inevitable entrance with a word of humour (or irony),
-show the utmost indifference,
-Another effective trick is to systematically give latecomers a task, writing the minutes for example. This will be known... For punctual collaborators, on the other hand, a coffee and some sweets at the very beginning of the meeting are appropriate.
It's never too late...
Exceptional situations and cases of force majeure do exist. As for chronic delays, do not hesitate to discuss them directly with your employee.
This will undoubtedly allow you to identify the difficulty and to find a solution with him to improve his punctuality. However, he must be aware of the inconvenience caused!