[Jjinbit] "Focusing Only on Work Today"... Are You Implementing 'No Meeting Day'?

[Asia Economy Reporter Hyunjin Jeong] "We spend too much time on meaningless interactions."

This is what top executives of global companies have been thinking since COVID-19. By interaction, we mean meetings where multiple people gather to discuss. You know those days, right? Days when you spend from just after arriving at work until just before leaving work only in meetings, and the whole day passes by. According to global management consulting firm McKinsey & Company, 8 out of 10 executives say there are too many unnecessary meetings, causing them to waste time and making it difficult to perform actual work, so they are considering ways to change the structure or frequency of meetings. This is a concern about the efficiency and productivity of meetings.

Even before COVID-19, some domestic and international companies have designated and operated "No Meeting Days" to solve this issue. Instead of meetings that require coordinating everyone's time, individuals can focus solely on their own tasks. This method has been gaining attention as it allows for advance preparation of meetings and adjustment of personal schedules, helping to balance work and life. Now, with the work environment becoming more complex due to on-site and remote work caused by COVID-19, it is worth revisiting this approach to find a balance between meetings and individual work time.

How many No Meeting Days per week are appropriate?

(Image source=Pixabay)

The MIT Sloan School of Management's management journal, MIT Sloan Management Review, published a report last month titled "The Surprising Benefits of No Meeting Days." Many companies operate No Meeting Days, and the report analyzed to find the most effective method. It surveyed 76 companies across more than 50 countries, each with over 1,000 employees, that had introduced No Meeting Days in the past 12 months.

As a result, about half (47%) adopted two No Meeting Days per week, reducing the total number of meetings by 40%. Following that, 35% designated three days, 11% designated four days as No Meeting Days, and 7% eliminated meetings altogether. Looking closer, employees at companies with two No Meeting Days per week showed a 71% increase in productivity and a 52% increase in job satisfaction.

Companies with three No Meeting Days per week saw meetings reduced by 60% compared to before, while collaboration increased by 55%. MIT Sloan Management Review analyzed that instead of meetings, employees found other ways to communicate individually, meaning that simply gathering in one place does not necessarily increase collaboration. Also, the more No Meeting Days there were, the more employees' stress decreased?up to 75%?and individual autonomy increased by up to 88%.

If you are going to have meetings, do them properly... Reduce time and use notes

(Image source=Pixabay)

However, despite these advantages, it is not feasible to eliminate all meetings within a company. Work cannot be done alone. Sometimes it is important for employees to build relationships, have conversations, and share opinions. Looking at the productivity increase from the MIT Sloan Management Review survey, productivity increased by up to 74% when there were four No Meeting Days per week, but dropped to 64% when there were five days. Job satisfaction peaked at 65% with three No Meeting Days per week, then dropped sharply to 62% with four days and 42% with five days.

The MIT Sloan Management Review suggests that three No Meeting Days per week is optimal, while two days is also appropriate for maintaining social connections and managing weekly schedules. The journal emphasizes that "in remote work environments, the risk of employee isolation is exceptionally high," and "managers need to create opportunities for socialization." This implies that rather than indiscriminately eliminating meetings to increase productivity, it is necessary to occasionally hold gatherings that enhance interpersonal closeness.

Most office workers say that if meetings are to be held, they should be done "properly." This means discussing necessary topics concisely and avoiding meetings that create unnecessary materials. McKinsey introduced Netflix's example of improving meeting efficiency by limiting meeting time to 30 minutes. For meetings that are simply for information sharing, other methods like email are used, and for discussions requiring back-and-forth, materials are provided in advance and meetings are conducted in a Q&A format rather than presentations, greatly reducing the number of meetings and increasing satisfaction.

(Image source=Pixabay)

In fact, many domestic companies have also introduced the No Meeting Day system. It was introduced several years ago as part of organizational management systems emphasizing "work-life balance." However, it is now evaluated that it is not being properly utilized. Since 2020, due to the complex combination of remote and on-site work caused by COVID-19, maintaining this system seems more difficult. Ultimately, companies need to find appropriate methods tailored to their circumstances. Rather than formal methods, it is necessary to consider ways that can practically improve employees' productivity and work efficiency.

Editor's Note[Jjinbit] is short for "Hyunjin Jeong's Business Trend" and "Real Business Trend," a corner that shows trends in corporate management such as organizational culture and personnel systems. The emergence of the MZ generation, the expansion of remote work due to COVID-19, and digital innovation all require innovation in organizational culture. Based on analyses from major overseas institutions that have not received much attention so far, we will deliver fresh and differentiated information and perspectives.