The Dos and Don'ts of Handling Late Arrivals in Meetings

Every workplace faces the inevitable situation where a late arrival disrupts the flow of a scheduled meeting. Whether it's a last-minute traffic jam, a rescheduled appointment, or any other time-related hiccup, handling these interruptions efficiently ensures that meetings remain productive and respectful to all participants. This article discusses the factors you should consider when deciding whether to wait or cancel a meeting due to someone being late.

Timing is Critical: When to Start the Meeting

It's often advised to start the meeting on time unless an absolutely essential participant absolutely requires their presence, even then, be cautious about how rigidly you adhere to this rule. While flexibility might be necessary in some cases, it's crucial to establish a professional conduct that respects the time of all meeting participants. If a key person is more than a few minutes late, consider locking the doors. This approach signals the start of the meeting and sets a clear expectation for punctuality moving forward.

Decision Making: Factors to Consider

Deciding whether to wait for a late arrival or to proceed with the meeting involves a comprehensive evaluation of several critical factors:

Role of the Late-arriving Person

Consider the importance and role of the late-arriving person in the meeting. If this individual's presence is crucial, there may be a compelling reason to wait. Conversely, if their absence has minimal impact on the meeting's outcome, starting the meeting on time is more advisable. This applies especially when the agenda or the subject of the meeting is not directly related to the late-arriving person's responsibilities.

Scope of Delay

Evaluate the extent of the delay. Is it a few minutes late, or significantly beyond the scheduled start time? Minor delays can be disregarded if they do not disrupt the meeting's flow, but delays of more than 10 minutes might warrant reconsidering the meeting's start.

Subject Matter and Meeting Agenda

Consider the subject matter of the meeting and whether the late-arriving person's contribution is essential. If the late arrival's absence affects the discussion or if the meeting cannot proceed without their input, it may be necessary to wait. However, if the missing participant's insights are supplementary and not critical, the meeting can proceed without starting every 30 seconds.

Utilizing Teleconsferences and Modern Tools

In today's rapidly evolving workplace, emergencies, sick leave, personal time, or even travel delays can disrupt the best-laid plans. Modern teleconferencing tools like Teams, Zoom, or other web-based communication platforms can mitigate these delays. When a participant can't attend due to unforeseen circumstances, these tools allow for seamless transitions. In such cases, the meeting can continue with those who are present, and the late arriver can join as soon as they are available.

Respecting Everyone's Schedule

Ultimately, it's crucial to balance the needs of the meeting with respect for everyone's schedule. Do not hold up a meeting or cancel one simply because someone is absent, unless it is the person chairing the meeting. While it's true that everyone has "things to do," it's equally important to avoid irritating or destroying schedules.

A productive meeting requires clear expectations and mutual respect. By considering these key factors and leveraging modern technology, you can ensure that meetings run smoothly and efficiently, one of the pillars of effective teamwork and communication.