If all you bring to the meeting is what you have prepared in advance – what new do you learn by meeting?
I once was at a company that should have the motto “always prepared”, “semper fi” and “errors are not an option”. Every meeting had a check sheet, a resume form and a registration of preparation time. Because if it wasn’t measured it didn’t count. If it wasn’t in the play book it didn’t count either.
So one day we sat at the meeting reviewing a development story – the developer, an architect, me and the other roles required by the check sheet. Some had prepared written comments: everything from simple rephrasing, code changes and test case headlines. Some had not prepared a tangible thing – I had not.
So the interesting question came up: why meet at all, if the only purpose of the meeting was to go through the written changes. These could be sent directly to the developer or discussed bilaterally, and not heard by all five. The answer to this was not in the play book, and the meeting was puzzled.
I had prepared nothing in advance, yet I had prepared myself in advance to listen, think and wonder during the meeting. To me the purpose of meeting* was the joint collaboration of the participants.
The sum of the whole. That 1+1+1+1 can be five.
*: meetings can have other purposes. Sometimes I hold orientation/elaboration meetings, when things cannot be elaborated sufficiently digitally.