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Meeting science

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The meeting science is an emerging scientific discipline dedicated to the study, analysis, and optimization of professional meetings. Its primary goal is to enhance the effectiveness, productivity, and satisfaction of participants by applying scientific methods and principles.

The cabinet of Barack Obama meeting in November 2009
The cabinet of Barack Obama meeting in November 2009

History

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Meetings have always been a central element of management, and interest in their optimization developed in the early 21st century with an increasing number of meetings in professional environments. This interest grew significantly after the global COVID-19 crisis,[1][2] which led many organizations to adopt hybrid work modes. Previously, various economic sectors had initiated efforts to define and formalize meeting practices.

The universality of the principles and practices of meeting science facilitates its adoption beyond the corporate world. It is integrated into diverse organizations, including local governments, military, associations, and foundations.

Simultaneously, a related field called facilitation emerged. Unlike meeting science, which aims to make operators autonomous in applying best practices, facilitation involves methodological experts who intervene in a targeted manner during events to improve efficiency.

Origins

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Lean management

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Inspired by Toyota's practices in Japan, lean management introduced the principle of short-interval meetings to manage operations, often associated with visual management.[3]

Agile approaches

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With the publication of the Agile Manifesto in 2001, these approaches spread through the implementation of frameworks like Scrum, which includes specific meetings such as sprint planning and retrospectives, and the daily stand-up.[4]

Sociocracy and holacracy

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Sociocracy and holacracy are governance models introduced in the 1970s and early 2000s, respectively, focused on putting people at the center of performance. They define precise meeting modalities. Sociocracy is based on four principles: decision-making by consent, organization in circles, double-linking between circles, and election without candidates. Holacracy proposes governance meetings and tactical meetings.[5]

United States

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In the United States, meeting science emerged in the 2000s. Steven Rogelberg and Joseph Allen are pioneers, laying the foundations of this scientific discipline. Their academic work is summarized in The Cambridge handbook of meeting science,[6] which explores various meeting aspects, including the meeting recovery syndrome, a concept that explores to the conditions individuals experience post-meeting.[7]

Many American authors have published works on meeting science. Rogelberg's The surprising science of meetings offers insights into agenda setting, participant engagement, and decision processes.[8] Joseph Allen, a student of Rogelberg, continues research at the University of Utah on entitativity, a concept developed by Donald T. Campbell in the 1960s. Allen has also written about remote meetings in the context of hybrid work.[9] Patrick Lencioni, in Death by meeting (2004), proposes a simple committee model for executive teams, describing necessary rituals.[10] Elise Keith, in Where the action is, presents a periodic table of meetings with 16 different formats.[11] Paul Axtell, in Meetings matter (2015), provides a humanistic perspective on meetings.[12]

The Harvard Business Review is also a resource on meeting science, featuring articles by experts such as Roger Schwartz on effective agenda writing,[13] Eunice Eun on reducing unnecessary meetings,[14] Steven Rogelberg on improving meetings,[15] Sabina Nawaz on creating norms for executive teams,[16] and Paul Axtell on questions to improve meetings.[17]

McKinsey has published articles offering insights on meeting organization[18] and efficiency.[19]

United Kingdom

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In the United Kingdom Alan Palmer published Talk Lean in 2014, describing an approach developed in France in the 1990s by Philippe de Lapoyade and Alain Garnier, called Discipline Interactifs. This approach emphasizes precisely formulating the goal of an exchange, whether it is a managerial act, a sales interview, or a meeting.[20] Helen Chapman, in The meeting book (2016), presents concepts and illustrations contributing to meeting success.[21]

France

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In France, Alain Cardon proposed an original approach called delegated processes in the late 1990s to improve recurring meeting practices, particularly for executive committees and hierarchical teams. In 2001, Michel Guillou coined the term réuniologie as "the art of organizing effective meetings."[22]

In 2017 the École Internationale de Réuniologie, International School of Meeting Science in English, was founded[23] and registered the trademark réuniologie with the National Institute of Industrial Property[24] in France. The school assists organizations in improving their meeting practices and combating meeting-itis.[25] Louis Vareille, the founder, defined the meeting-itis and proposed solutions in his book Meeting-itis, make it stop!.[26][27]

Meeting-itis is a corporate condition whose main symptom is the disordered and compulsive organization of meetings. This condition, which can be severe, causes corporate loss of productivity and individual disengagement. Its etiology (the study of the overall causes of an illness) shows that the primary cause of this pathogen is a systemic failure by an organization to clarify or respect the responsibility and autonomy of its members – it's about a lack of empowerment. In serious cases, Meeting-itis causes individuals to lose confidence in their ability to make any decision.

— Louis Vareille, Meetingitis? Make It stop!: Meeting science's 10 magic questions and 3 secrets[28]

In his work, Louis Vareille develops concepts related to meeting science from various authors:

Other French authors have also contributed to the discipline. Romain David and Didier Noyé, in Réinventez vos réunions, provide a synthetic and operational vision of the levers to activate for meeting efficiency.[29] Sacha Lopez, David Lemesle, and Marc Bourguignon offer practical perspectives in their Guide de survie aux réunions, drawing on their expertise in facilitation.[30]

Study areas

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The meeting science explores various aspects of meetings:[6][7][8][10][11][12][14][17][18]

  1. Planning and structure: designing, defining objectives, structuring the agenda, and preparing meetings.[13]
  2. Group dynamics: analyzing participant interactions, roles, and behaviors.[16]
  3. Technologies and tools: impact of digital tools and communication technologies.[9]
  4. Productivity and efficiency: measuring productivity.[19]
  5. Participant satisfaction: surveys on participant satisfaction and engagement, and evaluating decisions and outcomes. Agile development approaches like return on time invested (ROTI) facilitate these practices.[15]

Methods

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Meeting science uses various methodologies to improve practices:

  1. Observation: analyzing behaviors and interactions during meetings.
  2. Surveys: collecting data on participant perceptions and satisfaction.[31]
  3. Experiments: controlled conditions to test meeting techniques' effectiveness.
  4. Training and transformation: training programs to adjust practices.
  5. Governance: analyzing and adjusting committee structures for optimal efficiency.[32]

Meeting science also integrates techniques to ensure participant engagement in remote and hybrid meetings, using digital tools for meeting design, facilitation, and evaluation. Since 2023, artificial intelligence offers new features for meetings, including agenda design, translation, transcription, and summary writing.[33]

Contexts

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Meeting science can be applied to various contexts,[34][35] including:

  • Team meetings
  • Executive and management committees
  • Project meetings
  • Steering committees
  • One-to-one meetings
  • All hands meetings

References

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  1. ^ Lamoureux, Nathalie (September 11, 2023). "Chronophages, inefficaces, coûteuses : faut-il éradiquer les réunions ?". Le Point (in French). Retrieved July 17, 2024.
  2. ^ Dufour, Audrey (March 2, 2023). "" Je peux pas, j'ai réunion " : et si on s'organisait autrement ?". La Croix (in French). Retrieved July 17, 2024.
  3. ^ Liker, Jeffrey (2003). The Toyota Way. McGraw Hill. ISBN 978-0071392310.
  4. ^ Schwaber, Ken; Sutherland, Jeff (2020). "The 2020 Scrum Guide". Retrieved August 14, 2024.
  5. ^ Battistelli, Matthieu (2019). "The contrasting contributions of holacracy to deliberative democracy in business". Revue Interdisciplinaire Management, Homme & Entreprise (in French). 358 (2): 3a – 23a. doi:10.3917/rimhe.035.0003a. Retrieved August 14, 2024.
  6. ^ a b Allen, Joseph; Lehmann-Willenbrock, Nale; Rogelberg, Steven (2015). The Cambridge handbook of meeting science. Cambridge University Press. ISBN 978-1107067189.
  7. ^ a b Rubinstein, Peter (November 12, 2019). "Blame your worthless workdays on 'meeting recovery syndrome'". BBC. Retrieved July 17, 2024.
  8. ^ a b Rogelberg, Steven (2019). The surprising science of meetings: how you can lead your team to peak performance. Oxford University Press. ISBN 978-0190689216.
  9. ^ a b Reed, Karin; Allen, Joseph (2021). Suddenly virtual: making remote meetings work. John Wiley & Sons. ISBN 978-1119793670.
  10. ^ a b Lencioni, Patrick (2004). Death by meeting: a leadership fable about solving the most painful problem in business. Jossey-Bass. ISBN 978-0787968052.
  11. ^ a b Keith, Elise (2018). Where the action is: the meetings that make or break your organization. Second Rise. ISBN 978-1732205222.
  12. ^ a b Axtell, Paul (2020). Make meetings matter: how to turn meetings from status updates to remarkable conversations. Simple Truths. ISBN 978-1492693949.
  13. ^ a b Schwarz, Roger (March 19, 2015). "How to design an agenda for an effective meeting". Harvard Business Review. Retrieved July 17, 2024.
  14. ^ a b Eun, Eunice; Perlow, Leslie; Noonan Hadley, Constance (July 2017). "Stop the meeting madness". Harvard Business Review. Retrieved July 17, 2024.
  15. ^ a b Rogelberg, Steven (January 2019). "Why your meetings stink – and what to do About it". Harvard Business Review. Retrieved July 17, 2024.
  16. ^ a b Nawaz, Sabina (January 15, 2018). "How to create executive team norms — and make them stick". Harvard Business Review. Retrieved July 17, 2024.
  17. ^ a b Axtell, Paul (December 8, 2016). "6 Reasons to get better at leading meetings". Harvard Business Review. Retrieved July 17, 2024.
  18. ^ a b De Smet, Aaron; Jost, Gregor; Weiss, Leigh (May 8, 2019). "Want a better decision? Plan a better meeting". McKinsey. Retrieved July 17, 2024.
  19. ^ a b McKinsey, James (May 8, 2023). "What is an effective meeting?". McKinsey. Retrieved July 17, 2024.
  20. ^ Palmer, Alan (2013). Talk lean – Shorter meetings. Quicker results. Better relations. Capstone. ISBN 978-0857084972.
  21. ^ Chapman, Helen (2016). The meeting book: meetings that achieve and deliver - every time. LID. ASIN B08W5G3WB2.
  22. ^ Guillou, Michel (September 1, 2001). "Réunions et sociotes". Revue du MAUSS (in French) (2): 292–304. doi:10.3917/rdm.018.0292. Retrieved July 18, 2024.
  23. ^ Rodier, Anne (February 2, 2022). "Du bon usage du " réuniomètre " en entreprise". Le Monde (in French). Retrieved July 17, 2024.
  24. ^ Vareille, Louis (April 3, 2017). "Marque FR : 4351390 – reuniologie". INPI (in French). Retrieved July 17, 2024.
  25. ^ Nguyen, Thuy-Diep (March 30, 2018). "Comment en finir avec la "réunionite aiguë" au bureau". Challenges (in French). Retrieved July 17, 2024.
  26. ^ Périnel, Quentin (January 31, 2022). "Réunionite : les secrets pour que vos réunions ne soient plus inutiles". Le Figaro (in French). Retrieved July 17, 2024.
  27. ^ Dillenseger, Corinne (May 13, 2024). "Des réunions inefficaces, qui s'éternisent… Voici comment redresser la barre quand on n'est pas le boss". Les Echos Start (in French). Retrieved July 17, 2024.
  28. ^ Vareille, Louis (2022). Meetingitis? Make It stop!: Meeting science's 10 magic questions and 3 secrets (in French). Self-published. ISBN 979-8848294682.
  29. ^ David, Romain; Noyé, Didier (2022). Réinventez vos réunions — En finir avec la réunionite : 5 clés pour des réunions enfin efficaces (in French). Eyrolles. ISBN 978-2212569544.
  30. ^ Lopez, Sacha; Lemesle, David; Bourguignon, Marc (2016). Guide de survie aux réunions (in French). Pearson. ISBN 978-2744066597.
  31. ^ Gilbert, Daniel; Fiske, Susan; Lindzey, Gardner (1998). McGraw-Hill (ed.). The Handbook of Social Psychology, Volume 1. ISBN 0-195213769.
  32. ^ Hahn, Peter (February 2007). "How AI Features Can Change Team Dynamics" (PDF). Sir John Cass Business School. Retrieved August 15, 2024.
  33. ^ Reitz, Megan; Higgins, John (April 1, 2024). "How AI Features Can Change Team Dynamics". Harvard Business Review. Retrieved August 14, 2024.
  34. ^ Flinchum, Jonathan; Gooty, Janaki; Kreamer, Liana; Rogelberg, Steven (May 2022). "One-on-one meetings between managers and direct reports: A new opportunity for meeting science". Organizational Psychology Review. Retrieved August 15, 2024.
  35. ^ Jen Su, Amy; Maignan Wilkins, Muriel (March 8, 2024). "The Perils of the All-Employee Meeting". Harvard Business Review. Retrieved August 15, 2024.

Further reading

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  • Kline, Nancy (2002). Time to think: listening to ignite the human mind. Cassell. ISBN 978-0706377453.
  • Lencioni, Patrick (2005). Optimisez votre équipe: les cinq dysfonctions d'une équipe (in French). Un monde different. ISBN 978-2892256031.
  • Woods, Catherine; Uden, Ingrid (2007). Meeting magic: a practical guide for business managers who want to make their meetings productive. Meeting Magic. ISBN 978-0955778803.
  • Bens, Ingrid (2012). Facilitation at a glance! Your pocket guide to facilitation. Goal Q P C. ISBN 978-1576811375.
  • Axelrod, Dick; Axelrod, Emily (2014). Let's stop meeting like this: tools to save time and get more done. Berrett-Koehler. ISBN 978-1626560819.
  • Axtel, Paul (2015). Meetings matter: 8 powerful strategies for remarkable conversations. Jackson Creek Press. ISBN 978-0943097145.
  • Cooper, Sarah (2016). 100 tricks to appear smart In meetings. Square Peg. ISBN 978-1910931189.
  • Cameron, Julia (2017). Libérez votre créativité - La bible des artistes (in French). J'ai lu. ISBN 978-2290355084.
  • Herold, Cameron (2020). Meetings suck: turning one of the most loathed elements of business into one of the most valuable. Lioncrest. ISBN 978-1619614154.
  • Vignes, Thibault (2020). Concevoir et animer un séminaire : des moments collectifs utiles et audacieux pour 10, 30, 100, 1000 personnes (in French). Eyrolles. ISBN 978-2212573831.
  • Reed, Karin; Allen, Joseph (2022). Suddenly hybrid: managing the modern meeting. John Wiley & Sons. ISBN 978-1119831082.
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