7 Tips to Make the Most of Meetings
How to Maximize Productivity and Create a Culture of Respect with Your Team
With today’s ever-evolving workspace, we are often asked to take on more than we can chew. Responsibilities pile up, and it’s easy to feel a sense of overwhelm.
The shift to remote work required more communication, collaboration, and inevitably, more meetings. It was the only way to work face-to-face with our teams while being physically distant. Technology has allowed us to maintain that sense of collaboration, but it also filled our calendars, leaving us little time to actually work. How often do we hear, “If our days are full of meetings, when am I supposed to get all this work done?”
Since the dark days of 2020, many work environments have evolved, with most companies moving to hybrid models or even returning to full-time in-person work. However, the volume of meetings hasn't decreased.
Time is one of our most valuable resources, so here are 7 tips to make the most of meetings and help cultivate a culture of respect and collaboration:
Clearly Name Your Meetings
Get specific with your meeting titles. A well-named meeting makes it easier for people to quickly identify the topic on their calendars and prepare accordingly. I once had a colleague miss a client meeting because the title made it seem like it was an internal discussion.
Set a Clear Agenda
Share a detailed agenda in advance, so teammates know what to expect. Clarify the purpose and include any important decks, reading materials, links, or resources. This allows the team to come prepared and keeps the meeting focused.
Assign Pre-Meeting Tasks
Identify what information or input you need from attendees beforehand. This way, people can prepare their thoughts and ideas, preventing unproductive brainstorming during the meeting—unless, of course, brainstorming is the point!
Limit Attendees
Only invite those who truly need to be there. Smaller, focused groups often lead to more productive discussions. Give people their time back to do the work.
Time Block Each Topic
Allocate specific time slots for each agenda item. This ensures that you stay on schedule and cover what's necessary without running over. Bonus tip: If your meeting is running long, schedule a follow-up rather than keeping your team longer than expected.
End with Action Items
Summarize the key takeaways and assign action items with deadlines. Everyone should leave knowing what’s expected of them.
Determine if a Meeting is Necessary
Before scheduling, ask yourself if the issue can be resolved via email, a direct message, or a shared document. If so, save everyone time by skipping the meeting altogether. Win-win.
Effective meetings respect everyone’s time, maximize productivity, and foster a culture of collaboration. Applying these tips will help ensure that your meetings are purposeful and make your team feel valued and respected.
