5 Simple Steps to More Productive Meetings (and Less Painful)

Let’s be honest—meetings can be a massive drain. Most of us have seen our schedules packed with back-to-back meetings that leave us scrambling for time. But with a few small changes, you can make those meetings actually work for you, rather than feeling like they’re working against you. Here’s how.

1. Set a Clear Goal for a Productive Meeting (and Keep It Short)

Start by asking yourself, “Why are we meeting?” This might seem obvious, but it's often overlooked. When you send out a meeting invite, include one or two bullet points on what you need to accomplish.

Define the “win” for that meeting—what would make you walk away feeling it was worth the time? And while you’re at it, cut down on meeting length. Aim for 20 or 45 minute meetings instead of the usual half-hour or hour slots. A little buffer between meetings can help everyone recharge.

2. Send Pre-Reads, Not Updates

How much time is lost in meetings simply updating everyone on what could’ve been read beforehand? Before your meeting, send out a quick overview or pre-read if there’s essential context. This way, the meeting time is spent making decisions and brainstorming, not catching up on background information.

3. Decide and Assign

An effective meeting wraps up with clear action items. As you conclude, recap the key decisions and assign follow-up tasks right then. Use action verbs and assign each task to a specific person, with deadlines when possible. For example, instead of “Work on project milestones,” try “Sarah to draft project milestones by next Tuesday.” This step alone can transform a meeting from a simple conversation into a productive work session.

4. Cut Down on Unnecessary Attendees

Only include the people who are essential for the meeting’s goal. This keeps the discussion focused and allows decisions to be made faster. Plus, everyone else gets valuable time back to tackle other work.

5. Wrap It Up Early When Possible

Finally, if you reach your goal before the scheduled end, wrap it up. Don’t drag a meeting out just to fill the time. An early finish is often appreciated and gives people a few minutes back in their day.

Ready to Transform Your Meetings?

With these steps, you’ll be running a more productive meeting that people actually look forward to. Setting clear objectives, and wrapping up with actionable decisions means your team will walk away feeling accomplished rather than exhausted. And, who knows? You might even start to look forward to that next calendar invite!

If any of this resonates with you, and you want to take things to the next level, it’s time to take action.

The Efficient CEO Program is designed to help Tasmanian CEOs and Leaders like you regain control of their workload, and that include reclaiming time wasted through unproductive meetings.

If you have concerns about this topic, or need help with difficult conversations, send me an email at sandra@hrconsultingtas.com.au.

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