The Inefficiencies and Failings of Daily and Synchronous Meetings

Daily and synchronous meetings, like fixed stand-ups, have long been a cornerstone in many organisations to maintain communication and accountability. However, recent research and professional discussions reveal that these meetings may not be as effective as once thought. This article synthesises key findings to highlight the inefficiencies and failings of such meetings.

Key Findings

Overabundance of Meetings Reduces Productivity

A significant portion of employees feel that meetings are a barrier to their productivity. Research indicates that 70% of meetings prevent employees from engaging in productive work [1]. Despite a reduction in the average length of meetings during the pandemic, the frequency of meetings increased by 13.5%, which could contribute to a sense of meeting overload [1].

This is particularly evident among newly promoted managers, who tend to hold nearly a third more meetings than their more experienced counterparts [1].

Daily Stand-ups May Be Counterproductive in Remote Work

In the context of remote work, daily stand-ups are often seen as doing more harm than good [2]. The information shared in these meetings tends to be ephemeral and not well-documented, leading to a lack of transparency [2]. Moreover, these meetings are not the most efficient way to create accountability, as they do not effectively document actions and responsibilities [2].

The challenge of coordinating stand-ups across multiple time zones can also be a significant hurdle [2]. Managers may misuse these meetings to monitor employee presence rather than focusing on actual productivity [2]. A 15-minute daily stand-up with a six-person team can consume seven-and-a-half hours collectively each week, which is a substantial time investment [2].

Asynchronous Communication as a Solution

Asynchronous stand-ups are suggested as a more effective alternative, especially in the age of distributed teams and communication platforms like Slack [3]. They allow information to persist since updates are written down and can be accessed at any time, which solves the problem of data not being retained in synchronous stand-ups [3].

Additionally, asynchronous communication reduces the need for context switching and allows employees to structure their work without being interrupted by a daily meeting [3]. It is recommended that teams consider adjusting their approach to stand-ups to better meet their needs, potentially moving towards an asynchronous format [2].

Psychological Impact and Relevance of Stand-ups

There is a sentiment among some professionals that daily stand-ups are not only inefficient but also serve as a means of applying psychological pressure on developers [4]. The repetitive nature of these meetings can make it difficult for team members to provide new updates daily, leading to a lack of engagement [4].

Furthermore, the work discussed is often unrelated to other team members, reducing the relevance of the information shared [4]. The presence of managers in stand-ups can also negatively affect the team dynamic [4]. However, some argue that when the work is relevant, stand-ups can provide opportunities for collaboration and assistance [4].

Misuse and Misunderstanding of Stand-ups

Stand-up meetings can become counterproductive when they devolve into detailed technical discussions or when they are used incorrectly as status update meetings [5] [6].

The original purpose of the Daily Scrum is to inspect progress towards goals and plan for the next day, which should eliminate the need for other meetings [5]. However, when stand-ups are not focused on plans, impediments, and dependencies, they fail to solve the problems that traditional meetings do [6].

Conclusion

The research and professional discourse suggest that daily and synchronous meetings, such as fixed stand-ups, are often inefficient and can hinder productivity. The shift to remote work has exacerbated some of these issues, making it clear that alternative approaches, such as asynchronous communication, may be more effective. Organisations should critically evaluate the purpose and execution of their meetings to ensure they facilitate, rather than obstruct, productivity and team collaboration.

References

[1] ”Dear Manager, You’re Holding Too Many Meetings.” Harvard Business Review, 9 Mar. 2022, hbr.org/2022/03/dear-manager-youre-holding-too-many-meetings.

[2] “It’s Time to Kill the Daily Stand-up Meeting.” Built In, 3 May 2023, builtin.com/articles/replace-daily-stand-ups.

[3] Thomas, Luke. “Synchronous Daily Standups Are a Waste of Time.” Friday.app, friday.app/p/synchronous-daily-standups-waste-of-time.

[4] “The Pointlessness of Daily Standups.” Hacker News, news.ycombinator.com/item?id=21177240.

[5] Paolis, David D. “Daily Standup Meetings Are Useless.” DEV Community, 1 Nov. 2021, dev.to/dvddpl/daily-standup-meetings-are-useless-1kie.

[6] Cressman, Gabrielle. “Why the Daily Standup Should Not Be a Status Update Meeting.” Medium, 12 Apr. 2023, medium.com/@cressmangabrielle/why-the-daily-standup-should-not-be-a-status-update-meeting-7269c06cfb32.