Article Remote Work

Organizational Change:
Perfect Your 15-Minute Meetings

Discover how your business can drive organizational change by perfecting the 15-minute meeting. Get insights on how you can implement them within your teams.
Read time: 5 min
Published: Feb 2023

Organizational change has become business critical as a result of accelerated digital transformation.

With new tools, virtual platforms, and global pandemics, it is really of no surprise that the vast amount of communication is now done remotely.

Whilst remote work has allowed businesses to thrive and empower their employees through a better work life balance, there have inevitably been some challenges that have arisen as a result.

So, what are some of the challenges of remote work that have resulted in the need for organizational change?

Business experts have highlighted that long virtual meetings (45 minutes+) have fostered some big problems for businesses. For example, teams have shorter attention spans, less focus, social cues are being missed, and misunderstandings are happening more frequently. Unfortunately, this is resulting in reduced productivity, clashes with co-workers, and longer lengths of time to complete tasks.

To combat these challenges, businesses around the world are beginning to implement organizational change regarding the way that they and employees communicate internally.

A primary way that this is being done, is by reducing the virtual meeting from 45 minutes+ to 15 minutes.

How are 15-minute meetings going to benefit my business?

Research has shown that the average attention span in a virtual meeting is up to 20 minutes. A key reason for this is due to visual overload which in turn can lead to ‘camera off’ culture, and increased distractions.

Did you know that:

  • 15% of organizational time is spent in meetings.
  • Middle managers spend 35% of their time in meetings.
  • Upper-level managers spend 50% of their time in meetings.

Working time is precious for all employees, whether you are a CXO or assistant, therefore maximising time efficiency through reducing wasted minutes is business critical.

With 15-minute meetings being well… 15 minutes, business leaders can curb employee burnout and boost engagement by allowing team members to keep focused on key agenda points and not spend wasted time talking through points that could have been an email – yep, I said it!

How can you drive organizational change and perfect the 15-minute meeting?

  • Set a clear agenda.

As a manager, consider what you want to accomplish with your meeting. Not only will a clear agenda help keep people engaged but it will also prevent unnecessary interruptions that could cause the meeting to digress.

  • Be selective with your attendees.

When creating a meeting, not only do you want to be efficient with your time but your teams time as well. It is important to ask yourself what value that person is adding to the conversation.

Statistics show that in the US noncritical meetings waste about $25,000 per employee annually.

Therefore, it is essential to reduce time wasted to combat lack of connectivity and high costs.

  • Stick to the schedule.

Starting on time and ending on time is so important. Not only does it respect your time but also your colleagues. As our VP of Communications, Neeha Curtis, mentions in our blog ‘engagement essentials’ sticking to the schedule also means that team members and employees can wrap up their thoughts before they need to leave. It is an effective way of showing that you are organized and in control of the meeting.

  • Be prepared.

The success of any business meeting is arguably determined before it has even begun. If each participant has failed to take the time to adequately prepare, there is little chance that the meeting will be a success. It will also mean that your time and your colleagues time will be wasted as the meeting will most likely have to be rescheduled.

  • Keep it simple.

If a meeting is simple in design, and execution you have a recipe for success. In essence, the most powerful meetings are clear, concise, and purposeful.

Simplicity also means that there is less likeliness that your team will need to ask to follow up questions on the content or matter presented.

  • Follow up with action items.

Action items are followed up tasks that you create from a meeting. Not only should action items be defined with a description and a deadline, but they will help bring meeting conversations to life.

How can you lead organizational change with the right technology?

Technology is the heartbeat of organizational change. To ensure the right outcome, you need to make sure that the technology you are using is compatible with the organizational change you are wanting to drive.

15-minute meetings are short, concise, and highly organized. So, it is important to ensure that the technology being utilized is similar in characteristics also.

Organizational change isn’t easy, and it might take time, however, technology that encourages efficient working will most likely result in an easy adoption and reduced tool resistance by employees and the wider business.

In conclusion, 15-minute meetings can transform your business. They can revolutionize the way that your teams and business communicate, driving value in many ways.

Organizational change can take time but implementing the new 15-minute meeting is a transformational starting point.

Jugo helps organizations connect, collaborate, and create. We help businesses drive organizational change by providing teams with a toolset that will ensure they can carry out effective 15-minute meetings. Book in a demo!

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Take the first step on your journey to creating and delivering truly immersive virtual meetings.

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