How to run effective meetings

Meetings: the black hole of productivity?

We’ve all been there. A 30-minute meeting turns into an hour-long saga. The agenda? Nonexistent. The conversation? Circling the same points. The outcome? Others meetings. 😩

Meetings should be where great ideas take shape. Unfortunately too often, they just waste time. In fact, studies show that 71% of meetings are unproductive, costing businesses millions in lost productivity every year.

So, how do we fix it? By making them smarter, shorter, and actually useful. Here’s how.

Ask yourself: do I even need this meeting?

Before you send that calendar invite, ask: Is this meeting really necessary?

• If it’s just an update, try an email or message instead.

• If it’s a quick decision, could it be a one-on-one chat?

• If there’s no clear objective, just don’t do it.

Meetings should be for collaboration, decision-making, and problem-solving. They should not be for reading slides to a half-asleep audience.

Keep it short (seriously, set a timer for your meetings)

Most meetings drag on because there’s no sense of urgency. Try this:

• Defaulting to 25-minute meetings – The less time you have, the more focused you’ll be.

• Using a countdown timer – Visual urgency = fewer rambling monologues.

• Ending early when possible – No need to fill the time just because it’s booked!

Remember: Shorter meetings drive happiness and more engaged participants.

Ditch the free-for-all: have a clear agenda

Ever been in a meeting where no one knows what’s going on? Yeah, nit just doesn’t feel right.

A simple agenda (sent beforehand) keeps everyone on track and accountable. It should include:

• The meeting’s goal

• A brief outline of discussion points

• Who’s leading each topic

Bonus tip: Start with the hardest or most important item first. Before energy and focus drop.

The two-pizza rule

It’s simple: If your meeting has more people than can be fed by two pizzas, you have too many people in it.

Why?

• Fewer people means faster decisions

• Higher engagement leads to less zoning out.

• Fewer unnecessary attendees mean happier and more engaged team members.

If someone doesn’t need to be actively involved, just send them a summary afterward.

End it with Action

Too many meetings end with: “Alright, sounds good! Let’s follow up later.” But who’s doing what? And by when?

Before you wrap up, clarify:

• Next steps – What needs to happen now?

• Who’s responsible – Assign tasks to specific people.

• Deadlines – When will it be done?

Even better? Send a quick summary (or let an AI assistant generate one 😉).

Final thought: meetings should be a tool, not a trap

The best meetings are short, focused, and actionable. They bring clarity, not chaos. So next time you schedule a meeting, ask yourself: Is this going to be productive? Or is it just another time-suck?

Get it right, and meetings won’t be the problem. They will be the solution.