When you walk out of a meeting room, you’ve usually got a pretty good idea whether it was an effective meeting or not. But usually it’s just more of a personal feeling. Ever wondered if there was a more tangible, formal way to measure your meetings’ success?
Good news! There is indeed. Tracking these key meeting event KPIs will help assign hard numbers to your collaboration and decision-making effectiveness.
1. Wasted Time
How much meeting is actually happening in your meetings?
The average middle manager spends more than 35% of their work week in meetings. Let’s say those meetings are each an hour long. If each one of those meetings takes 10 minutes to actually get down to business (whether that’s because people show up late or due unrelated small talk happening at the beginning of the session), that manager is wasting more than 124 work hours per year. And that’s just for one employee. In the United States alone, an estimated $37 billion dollars is wasted on unproductive meeting time every year. Keeping track of how long it takes for your meetings to get started will give you hard numbers for how much of your session is spent being productive.
2. Allocated Time vs. Time Spent
Are you devoting the right amount of time to each part of your meeting?
A clear objective and session agenda are essential components of any meeting with multiple items on the docket. Assigning estimated time values to each topic is a great way to keep the meeting moving, but those values don’t mean anything if your team doesn’t stick to them. Keeping track of how much time is being spent on each topic will show you how efficiently your sessions are moving.
It will also help you determine which portions of your project might need more attention, how to adjust your agendas for future meetings, and identify items that might merit extra attention or their own dedicated collaboration or decision-making sessions.
3. Meeting Count
How many meetings does it take to get the job done?
Multiple meetings are almost guaranteed when planning and executing a long-term project, especially when multiple teams or groups are involved. Calendar invites can add up quickly when no one is paying attention.
For more than a decade, the amount of time spent in meetings has continued to rise. On average, more than 15% of an organization’s collective time is spent in meetings of some kind.
Keeping a meeting count tally keeps everyone accountable. If possible, build smaller meetings and check-in sessions into your overall project plan. A little bit of extra planning on the front end will enable you to keep meetings efficient throughout a project or initiative!
Who’s showing up for your meetings?
Be sure you’re keeping track of who is actually attending meetings. Take a look at your invitee list. How many people are you sending your meeting requests to?
Remember, the longer this list gets, the more people you’re taking away from individual productivity.
How many invitees are actually showing up? Keeping a close eye on invitee and attendee numbers will allow you to identify large discrepancies between these numbers and adjust accordingly.
5. Engagement & Participation
Is everyone contributing?
Take a look at that list of meeting attendees you’ve been diligently maintaining. What percentage of people attending are actually participating in and contributing to the conversation? Are they bringing something to the table that another participant can’t? If not, it might not make sense to have them there. Keeping a running list of people that participate in discussions and decision making will ensure you’ve got the right people at the table.
6. Action Item Count
What are we actually accomplishing here, people?
The best metric of success for any meeting is the status of its action items. Think of this as a running to-do checklist. Make sure you’re keeping track of all the new tasks and decisions that come out of each meeting. The way this list expands and contracts between meetings will give you key insights about how much you accomplish, not only in each session, but about your projects as a whole too.
Monitor these KPIs consistently and you’ll be well on your way to streamlining your meetings and saving your organization valuable time AND money!
Looking for more professional meeting and event tips and tricks to take your event to the next level? Download our FREE ebook: The 5-Step Guide for Busy Meeting Planners.