When is the Best Time and Day to Schedule Meetings?

Nobody likes meetings. Well, okay, a majority of people dislike meetings. It’s too long, too boring, too frequent, and most of the time you don’t really accomplish anything.

But the problem with meetings is that most meetings are scheduled at the worst time and day: Monday mornings. It’s logical though. It’s the start of the week, so why not gather everyone and make sure everyone’s on the same page?

But the author of “Tame Your Terrible Office Tyrant: How to Manage Childish Boss Behavior and Thrive in Your Job”, Lynn Taylor said that employees are the most productive on Monday mornings, so you should not disrupt their concentration by distracting them with meetings.

She says “Because you’ve stepped away for a couple of days, these back-to-work mornings are the most memorable for the rest of the week.”

When is the best time and day to conduct meetings?

According to a study by YouCanBookMe, a U.K.-based scheduling firm, the best time to schedule a meeting is on Tuesday at 2:30 p.m. Why?

Because it’s not too early in the morning and too late in the week. The team analysed data from more than two million responses to 530,000 meeting invitations.

Can’t do it at 2:30 p.m. on Tuesdays? Here’s a simple guide on how to choose the best time and day for a productive meeting:

1. Avoid early mornings

Avoid early mornings because some people are still sleepy and not functioning at their best. Making meetings the first thing in the morning means that your employees will need to prepare for it the day before or come in extra early, which they may dislike.

People prefer to start their day with checking emails and enjoying a coffee, so they may get annoyed at being dragged away from their desks.

2. Mid-mornings best for energy levels

Once your employees have had their morning coffee, they’ll function better. Around 10 a.m. is a good time to hold a meeting since they have more energy.

3. Late afternoon meetings can be counter-productive

Don’t schedule an important meeting at 4:30 p.m. as most people will be busy watching the clock and thinking about going home. But, if you want to get through things quickly and avoid long discussion, 4:30 p.m. is a perfect time. You’ll get through the agenda ASAP since everyone just wants to go home.

4. Lunchtime meetings can work, but provide food

Lunchtime meetings can be effective, but make sure that you provide food, or everyone will be hungry and more focused on their rumbling stomachs than coming up with creative ideas.  Some employees don’t like working and eating at the same, though.

If you need to call a lunchtime meeting, set aside 30 minutes to eat and socialise before getting down to business.

5. Don’t schedule meetings right after lunch

Don’t schedule a meeting right after lunch as people will be slow after having their lunch. Wait until around 2:30 p.m. so everyone’s energy levels are restored.

6. Mid-week and mid-afternoons are preferable

Why? Because your employees have got all their tasks out of the way on Monday, but have yet to get involved with work during the rest of the week.

7. Consider evenings for high-powered meetings

If you need to conduct an important meeting between senior management, the best time is after 6 p.m. since everyone else has gone home and the office is quiet.

This can be useful if you have to discuss sensitive information. Just don’t do it too often, even bosses want to go home at some point.

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Sources: CNBC and &Meetings

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