A meeting mapping is a method for establishing structured and effective meeting management and culture within an organization. This highlights how much time we spend in meetings and what outcomes we gain from them. The goal is to get more efficient meetings, enhance work focus, and ensure clearer communication. If we find ourselves in numerous meetings with little concrete results, or if employees are overwhelmed with meetings to the point where they struggle to find time for their actual work, it’s time for a meeting mapping.
Current State
As with other development methods, we need to begin by identifying the current state. In this phase, we assess what meetings we have, their frequency, what decisions are made, and what information is shared. We also review who participates in each meeting. This analysis of the current state typically starts with brainstorming in a workshop, followed by gathering additional information such as participants and meeting purpose.
Stop, Continue, Start doing
Once we have identified the meetings held by the organization or department, these should be filtered or categorized into three areas: what to stop doing, what to continue to do, and what is missing—what to start doing.
Results
For the meetings we have decided to continue with and initiate, we will establish a clear structure. This includes identifying the appropriate forum, how they will be conducted and frequency for each meeting—whether it should be conducted in person, digitally, via email, and determining the time required. In this example, we have have identified that we will continue with team meetings, but with an adjustment in frequency and time (from every other month and 2 hours to monthly and 45 minutes).
We will also assign a meeting owner, define the purpose and objectives, and set a clear agenda. Once this process is completed for all meetings within the department, we will map them out on an annual schedule and send out invitations to the schedueled meetings, implementing an entirely new meeting structure!
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