Meetings are a necessary part of business, but as with all things, quality trumps quantity. It is better to have fewer meetings with fewer participants than to fill your schedule with endless gatherings that accomplish little.
One useful type of meeting is the Weekly Staff Meeting. This meeting is not intended for problem-solving; rather, it is an opportunity for division and department heads to share information. It should be held at the same time and place each week, like the evening news, and start promptly regardless of who is present. Attendees should report on any problems or developments within their area, and a "pass" option should be available. The meeting should end on time or earlier, and no attendance should be taken. Minutes should be taken and circulated on the same day.
Another type of meeting is the Problem-Focused Meeting, which should only be held a few times a year when an important issue arises. A good manager with a keen sense of his group's needs should call this meeting. After the first session, a well-respected operating man and assistant controller should be chosen to report back to the group on whether the idea makes sense. A second meeting should be held to give equal time to those who need to sleep on it before making a decision.
In my experience, two meetings are better than one. Some people respond better to written material, while others need time to form an opinion. One of my associates taught me that if a matter is worth discussing in a meeting, it is usually worth revisiting the following morning to take into account the opinions of those who need more time to reflect.
Remember, meetings should be a means to an end, not an end in themselves. By following these guidelines, you can ensure that your meetings are productive and efficient, rather than a waste of time.