Many officers and public representatives usually have the habit of conducting the very long meetings. They view this habit as pride and working hard.

Why so long meetings?

Usually the meetings are conducted by the people who don’t prepare on the subject of the meeting. The organizer or host use to seek the opinions of the participants. Also, they recall the agenda items of discussion or use to ask participants to recollect the agenda items.
A few people deviate from the agenda items and cause inconvenience to the participating officers.

Many officers review the very minute details and cause long meetings instead of giving the operational freedom to subordinate officers.
Many officers review too many details and with too many staff. This definitely leads too long meetings.

Impact:

Officers feels disgusted, as their retention capacity may last for 2 hours.
2. There will be meagre results with such kind of meetings.
3. The overall efficiency of participating officers will be decreased with loss of time.
4. Participating officers use to abuse and curse the host officer in their absence.

Solutions:

1. Agenda items and talking points must be prepared well in advance. Basing on them, meeting must be conducted. A few officers get their notes one day earlier to the meeting. So , this quickly finishes the meeting.
2. The meetings should be conducted following the parito principle. Administration shall be run conducting meetings to 20% officers, allowing 80% officers to work. Meetings to lower level officers shall be conducted, when the message is not clearly reached to all.
3. If the top 20% officers are intelligent, work of the highest officer would be easy.
4. Organising the work shops on the new schemes will also increase the understanding and efficiency of the staff, there by decreases the review meetings.
5. Providing the required infrastructure will also decrease the review meetings and its timings.
6. Modern tools like WhatsApp groups will decrease the meetings and it’s time.
7. Reviewing the low performing persons will also decreases the meetings and it’s time, as everyone want to be in higher strata.