Three Key Questions to Ask Before Scheduling a Meeting

Effective meetings drive better decision-making, while inefficient ones waste time and create unnecessary distractions - even outside the meeting room. Before scheduling a meeting, ask yourself these three questions to ensure clarity and efficiency.

Does this need to be a meeting?

Recurring meetings often drift from their original purpose, becoming less productive over time. Check with stakeholders to ensure the meeting’s frequency is appropriate - perhaps a weekly meeting could shift to monthly. Also, consider whether an individual could make the decision independently, with input from others, rather than convening a group.

Take it a step further: Does your company default to meetings when individual decision-making would be more effective? If you’re a leader, be mindful of how you allocate your time - treat your capacity like a finite resource, just as you would your company’s financial capital.

 What is the purpose of this meeting?

A meeting’s title doesn’t always reflect its true purpose. When the objective isn’t clear, meetings can feel frustrating or even pointless. To avoid this, organizations can designate a “chief of staff” for certain initiatives. This person ensures that relevant materials are prepared and shared in advance, verifying that the meeting is necessary and that attendees arrive well-informed. The result? More productive discussions and better decisions.

What role does each participant play?

Even a well-structured meeting is ineffective if no one present has the authority to make a decision. Similarly, if roles are unclear, discussions can stall, causing frustration and delays - especially in complex, cross-functional decisions. In today’s fast-paced business environment, clear accountability is essential for maintaining agility and a competitive edge.

By asking these three questions, you can ensure meetings serve their intended purpose, respect participants’ time, and contribute to more effective decision-making.



*source: What is an effective meeting?