We have all been there, sitting through another meeting that drags on, rehashing the same points while our to-do list adds up.
The problem? Most meetings aren’t structured for efficiency. The good news? You can cut meeting time in half while getting better results.
Here is how:
- Ask the Hard Question: “Do We Even Need This Meeting?”
Before scheduling a meeting, consider:- Can this be an email or a Microsoft Team message?
- Is there a decision that genuinely requires discussion?
- Are we meeting out of habit rather than necessity?
- Reduce the Default Time
Most meetings expand to fill the scheduled time (Parkinson’s Law). Instead of defaulting to 60 minutes, try:- 25-minute meetings instead of 30
- 45-minute meetings instead of 60
- 10-minute stand-ups for quick daily check-ins
- Use the “No Agenda, No Meeting” Rule
A meeting without an agenda is a recipe for wasted time. Make it clear:- What will be discussed?
- What decisions need to be made?
- Who is responsible for what?
Pro Tip: Share the agenda at least 24 hours before the meeting. If there’s no agenda, cancel it.
- Limit Attendees and have Fewer People, Faster Decisions
Ask yourself:- Does every invitee need to be there to contribute?
- Can they review notes later instead?
- Would a smaller working session be more effective?
- End Every Meeting with Clear Action Items
The best meetings aren’t just discussions—they lead to results. Before closing, always confirm:- What are the next steps?
- Who is responsible for each action item?
- When is the deadline?
Pro Tip: Assign a meeting scribe to track actions and send meeting minutes afterward.
If we rethink how we use meetings, we will not only save time but also make our work more impactful.
What is your best tip for running efficient meetings? Contact us and let us know.