How to stop those ENDLESS meetings

How I use five easy steps to save hours of time every week

How many hours a week do you waste in meetings?

Billions of pounds worth of time are wasted every year on unproductive, pointless and unfocused meetings.

Meetings are a vital part of business communication, but not every meeting is time well spent.

Here’s how to ensure your meetings are efficient, productive, and engaging:

1️⃣ 𝗦𝗵𝗼𝘂𝗹𝗱 𝗵𝗮𝘃𝗲 𝗯𝗲𝗲𝗻 𝗮𝗻 𝗲𝗺𝗮𝗶𝗹:

↳ Can it be an email, a quick call, or a collaborative document? Reserve meetings for discussions that truly require real-time interaction, like decision-making or brainstorming.

↳ If a meeting is necessary, be clear about its purpose. Don't have a meeting just for the sake of having a meeting.

2️⃣ 𝗣𝗹𝗮𝗻𝗻𝗶𝗻𝗴 𝗮𝗻𝗱 𝗔𝗴𝗲𝗻𝗱𝗮 𝗦𝗲𝘁𝘁𝗶𝗻𝗴:

↳ Outline topics, allocate time slots, and define discussion leads. Distribute the agenda in advance to allow everyone time to prepare.

↳ Each agenda item should have a clear objective. Knowing what needs to be achieved keeps the meeting on track and participants engaged.

3️⃣ 𝗦𝘁𝗿𝘂𝗰𝘁𝘂𝗿𝗶𝗻𝗴 𝗮𝗻 𝗘𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗠𝗲𝗲𝘁𝗶𝗻𝗴:

↳ Begin and end your meeting precisely when scheduled. This sets a standard for punctuality and shows respect for everyone’s time.

↳ Stick to the planned structure and don't be afraid to step in if the discussion goes off-course.

4️⃣ 𝗦𝗲𝘁𝘁𝗶𝗻𝗴 𝗚𝗿𝗼𝘂𝗻𝗱 𝗥𝘂𝗹𝗲𝘀:

↳ Set clear expectations about meeting etiquette. This includes staying on topic, cameras on (if remote) and respecting speaking turns.

↳ Make sure everyone has the chance to contribute, which enhances engagement and collective decision-making.

5️⃣ 𝗖𝗼𝗻𝗰𝗹𝘂𝗱𝗶𝗻𝗴 𝘄𝗶𝘁𝗵 𝗔𝗰𝘁𝗶𝗼𝗻𝗮𝗯𝗹𝗲 𝗢𝘂𝘁𝗰𝗼𝗺𝗲𝘀:

↳ End the meeting with a summary of decisions made and actions agreed upon.

↳ Clearly assign tasks and deadlines. Document these in the minutes and distribute them to all relevant parties to ensure accountability.

What's the biggest challenge you face with team meetings?

What solutions have you found to inefficient meetings in your organisation?

Want to improve meetings and time management in your business?

Drop me a message or leave a comment below, and let’s discuss how we can make your team more efficient, organised and productive.