Running Shorter, More Effective Meetings

Tired of meetings that drag on and accomplish nothing? Transform your team's meeting culture with these essential strategies that prioritise preparation, focus, and results.

• Define a clear purpose.
  Only schedule meetings that can't be handled via email or chat. Share the purpose with attendees beforehand.
• Send agenda in advance.
  Circulate a concise agenda and background materials 24+ hours before the meeting.
• Limit attendees.
  Only invite people whose input is essential. Smaller groups = faster decisions.
• Try shorter time blocks.
  Experiment with 15, 20, or 25 minute meetings instead of default 30/60 minutes.
• Start and end on time.
  Begin promptly and respect the scheduled end time. Use a visible timer if needed.
• Use the "Parking Lot" method.
  When discussions go off-topic, "park" those items for later follow-up.
• Assign clear roles.
  Designate a facilitator, timekeeper and note taker (or use an AI note taker). Require attendees to come prepared.
• Consider asynchronous alternatives.
  Use emails, shared documents or project tools for updates that don't need real-time discussion.
• Focus on key topics.
  Limit meetings to 1-2 high-priority items for deeper, higher-quality discussions.
• Review and improve.
  After each meeting, quickly assess what worked and what could improve.

Meeting Checklist:

Before:

• Clear purpose and outcomes shared.
• Agenda sent 24+ hours ahead.
• Only essential people invited.

During:

• Start/end on time.
• Stick to agenda.
• Park off-topic items.

After:

• Send action items within 24 hours.
• Follow up on commitments.

These tactics encourage preparation, focus, brevity, and follow-through - resulting in shorter meetings that are far more productive and less draining for everyone.