Opinion
Four simple ways to make meetings more productive – and less painful
Shadé Zahrai
Careers contributorWe’ve all been there – trapped in a meeting, silently questioning, “Why am I even here?” or “Couldn’t this have been an email?”
These often fruitless gatherings can sap the joy from our workdays and consume precious time that could be better spent on meaningful tasks.
Meetings can sap the joy from our workdays and consume precious time that could be better spent on meaningful tasks.
Adding to the irritation, a 2023 Microsoft report pinpointed meetings as the top productivity killer. With 71 per cent of senior managers labelling them as not only unproductive but outright inefficient, it’s clear that something needs to change.
Here are four simple shifts to transform your meetings from notorious time-wasters to sessions that are purposeful and productive.
1. Opt out if your attendance is not required
”I often feel like I’m sitting through meetings that have nothing to do with my actual work.”
Next time a meeting invitation pops up, pause before accepting. Ask yourself, “Is my presence essential?” If not (and assuming it isn’t a team meeting you’re expected to attend), take charge of your time and politely decline. You might suggest an alternative way to contribute if needed.
For instance, you could reply to the host: “Thank you for the invite. Given the agenda and my current commitments, I believe my contribution would be limited. If you need my input on anything specific, I’m happy to provide this via email or a brief call. Looking forward to reviewing the minutes.”
Valuing your own time encourages others to do the same.
2. Implement continuous improvement
”Our meetings feel like a waste – they’re pointless, and they never improve.”
One reason meetings don’t improve is that no one tries to improve them. To stop meetings from becoming stagnant, introduce a simple feedback loop. At the end of each session, have participants rate the meeting from 1 to 5.
It’s a quick pulse check: 5 means the meeting was fantastic, while 1 means there’s a lot to be improved. Follow-up with two questions: ‘What went well?’ and ‘What could be better next meeting?’
Record these responses and review them at the next meeting. This continuous improvement method, inspired by Kaizen, not only makes meetings more effective over time, it keeps everyone engaged in the process.
3. Drive actions with clarity
“I’m tired of leaving meetings with more questions than answers—nothing ever gets done.”
If you’ve ever left a meeting more confused about your tasks than when you entered, you’ll know this frustration. To avoid this, conclude each meeting with clear action items. Implement the “3 W’s” strategy: What needs to be done, Who is responsible, and When the task must be completed.
Note these actions in the minutes and ensure they are reviewed at the start of the next meeting. This method turns vague discussions into clear, actionable tasks, boosting productivity and focus.
4. Start on time every time
“It’s frustrating when meetings always start late because we’re waiting for one or two people.”
A simple way to make meetings more efficient is to start (and end) precisely on time. Consider setting non-traditional start and end times, like 10:05am to 10:25am, to encourage punctuality and provide brief breaks for those with back-to-back schedules. Brief breaks between meetings have been found to significantly reduce stress.
Meetings don’t have to be time wasters, but they require everyone’s commitment to improvement for things to change.
Shadé Zahrai is a behavioural strategist, and award-winning peak performance educator to Fortune 500s. Co-founder of Influenceo Global, she advises global brands on matters spanning leadership, culture and performance. Follow her on LinkedIn here.
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