The Importance of Punctuality: Building the Habit of Being On Time for Meetings

In a call yesterday, I lost my cool. 

The day started at 4:30 am PST and by noon had been in a series of meeting overruns where each meeting was not starting or ending on time, causing a domino effect.  By noon, I was so frustrated and, in my frustration, might have lost my composure telling the team we needed to do better to be on time.

My son describes this "losing my composure" as the Gemini twin showing herself.  He recently described the Gemini twin to his girlfriend, Jess, by comparing me to the character Galadriel in Lord of the Rings.  He told his girlfriend that the mom she knows is Galadriel when she is normal.  The mom she doesn't know is the Gemini twin which is pretty on point with Galadriel when she rejected the one ring from Frodo.  Of course, it included him showing Jess the video linked below.  After watching the video, Jess asked if this was true, I said, "100%  Don't mess with the Gemini twin."   Followed by a laugh.  I do think she is now scared to death of me as some of you LOTR fans may now be too.  LOL. 

Galadriel refusing the One Ring (3:20 in video)

Back to the point of the message this week ... punctuality. 

Reflecting on why punctuality matters took me back to one of my instructor's comments when I was obtaining my Six Sigma Black Belt. His comment was on the cost to the company when meetings do not start or end on time.

Let’s break down the cost of punctuality lapses when meetings do not adhere to their scheduled times.  Seriously, the financial impact on a corporation can be significant. The costs are around:

1. Wasted Salaries
• If a 10-person meeting starts 10 minutes late, that’s 100 minutes of wasted time. If each employee earns $50 per hour, that’s over $80 lost for just one meeting. Multiply this by the number of meetings per week, and the costs add up quickly.
2. Decreased Productivity
• Late meetings often result in unfinished agendas, leading to follow-up meetings or incomplete tasks. This ripple effect can cause project delays and missed deadlines, ultimately affecting the company's bottom line.
3. Lower Employee Morale
• Consistently late meetings can frustrate employees, lowering morale and engagement. Disengaged employees are less productive, and high turnover rates can increase hiring and training costs.
4. Lost Opportunities
• Time is money, and every minute spent waiting for a meeting to start is a minute that could be used for strategic planning, customer interactions, or innovation. Delays can result in lost business opportunities and reduced competitive advantage.

Why Punctuality Matters

1. Respect for Others' Time

When you arrive on time, you demonstrate respect for your colleagues' schedules. Meetings often involve multiple participants, and a delay caused by one person can waste everyone else's time. This respect fosters a positive work environment and mutual respect among team members.

2. Professionalism

Punctuality is a key indicator of professionalism. It shows that you are organized, dependable, and serious about your responsibilities. Being late, on the other hand, can create a negative impression, suggesting a lack of preparation or commitment.

3. Efficiency and Productivity

Timely meetings are essential for maintaining the momentum of projects. Starting and ending meetings as scheduled ensures that discussions are focused and productive, helping to keep the team on track and meet deadlines more effectively.

4. Stress Reduction

Rushing to meetings or worrying about being late can cause unnecessary stress. By being punctual, you can avoid this anxiety, allowing you to approach meetings with a calm and focused mindset.

5. Building Trust

Consistently being on time builds trust among colleagues and supervisors. It signals that you are reliable and can be counted on to fulfill your commitments, which is crucial for team cohesion and effective collaboration.

Tips for Building the Habit of Punctuality

1. Plan Ahead

Anticipate potential delays by planning your journey to the meeting location. Factor in extra time for unexpected events like traffic if the meeting is in person or technical issues if the meeting is virtual.

2. Set Reminders

Use Outlook or other calendar apps to set reminders for upcoming meetings. Schedule alerts 15 to 30 minutes before the meeting starts to give yourself ample time to prepare and get to the location.

3. Prioritize Meetings

Recognize the importance of meetings in your schedule. Treat them with the same priority as deadlines and other critical tasks, and avoid overbooking yourself.  Not only do I prioritize, but I also color coordinate my calendar to classify meetings by topics or applications. 

4. Prepare in Advance

Have all necessary materials ready before the meeting. This might include reviewing the agenda, preparing documents, or ensuring your technology is set up for virtual meetings.  If you are hosting a meeting, send out the agenda and other documentation a few days in advance of the meeting.  If it's an all day meeting, send out agenda and documentation a week in advance to allow preparation in the event travel is included. 

5. Establish a Routine

Create a daily routine that incorporates time management strategies. Regularly check your calendar, allocate specific times for different tasks, and make punctuality a non-negotiable part of your work ethic.

6. Communicate

If you know you will be late, communicate with the meeting organizer and other participants as soon as possible. This shows respect and allows them to adjust the schedule if necessary.

7. Reflect and Adjust

After each meeting, reflect on what went well and what didn’t. If you find yourself consistently late, analyze the reasons and adjust your habits or schedule accordingly.

To wrap up, punctuality is a valuable trait that enhances personal reputation and team dynamics. By respecting others' time, demonstrating professionalism, and maintaining efficiency, you contribute positively to your workplace environment. Building the habit of punctuality requires intentional effort and planning, but the benefits far outweigh the costs. By adopting these strategies, you can become a more reliable and respected professional, ultimately contributing to your personal success and the success of your team.

Now I need to follow this practice or "eat my own dogfood".  :)

Happy Thursday all,

-srt