Meetings are a double-edged sword. On one hand, they can support creative collaboration, decision-making, and team cohesion. On the other, they often become a source of frustration. Research even suggests that one-third of meetings are unnecessary. If you’ve ever been stuck in a meeting that never seems to get to the point or have left one feeling exhausted and unproductive, you can certainly understand why.

In an episode of “WorkLife with Adam Grant,” Grant and his guests discuss some strategies to make meetings more effective and less of a drain on your time and energy. Here, we’ll be sharing some of the highlights.

The Meeting Conundrum

Meetings are intended to drive progress but can often do the opposite. They become a default action rather than a deliberate choice, leading to what’s been dubbed “Meeting Recovery Syndrome.” This is when the negative impact of a bad meeting sticks with you long after the it has ended, affecting your productivity and morale.

So, how can we transform our meetings from a potential pitfall into a productive asset? It starts with reevaluating the purpose and structure of our meetings.

When to Hold a Meeting

Meetings should be held with a clear objective in mind. They are most effective when they serve one of the following purposes:

  • Decision-Making: To make a choice or finalize plans.
  • Learning: To gain new insights or information.
  • Bonding: To strengthen team relationships and morale.
  • Doing: To take action or collaborate on a task.

If your meeting doesn’t fit into one of these categories, reconsider if it’s truly necessary. Sometimes, emails, quick check-ins, or collaborative documents can achieve the same goals without the need for a formal meeting.

The Structure and Format of Meetings

A common issue with meetings is their length and format. Long meetings often drag on, leading to decreased engagement and effectiveness. Studies have shown that shorter stand-up meetings can be more productive. They force participants to stay focused and keep discussions brief. Experimenting with different meeting formats and times can help you find what works best for your team.

The Impact of Invitations and Agendas

Over-inviting can be a major productivity killer. Only include participants who are essential to the discussion. This helps keep meetings focused and ensures that every participant’s time is used efficiently. While having an agenda is important, it’s more important that the meeting organizer is well-prepared and that the discussion stays on track. The effectiveness of a meeting often hinges on these factors rather than the mere presence of an agenda.

Furthermore, don’t create agendas based on topics. Instead, phrase agenda topics as questions For example, instead of listing “Summer Party” as an agenda item, say “What ideas do you have for an event focused on team-building and bonding?” Reframing topics as questions invites meeting participants to engage in a conversation instead of a one-sided discussion, which makes for a more efficient and effective meeting.

Addressing Meeting Etiquette and Productivity Paranoia

Some individuals might feel that meetings provide a sense of importance or visibility for participants, which may feel comforting in a busy work environment. However, this perception can also lead to over-invitation and meetings that are ultimately not needed. It’s important to address productivity paranoia, where there’s a fear that declining a meeting invite might be seen as a lack of productivity. In reality, productivity should be measured by outcomes, not just meeting attendance. Encourage a work culture where declining a meeting is not viewed negatively but as a strategic decision.

Tips for Meeting Optimization

  • Evaluate Meeting Necessity: Regularly review your calendar and decide if meetings are necessary. Ask yourself if the same goals can be achieved through other means.
  • Limit Invitations: Only invite those who are essential to the discussion. This keeps meetings focused and relevant.
  • Experiment with Formats: Try stand-up meetings or different times to find what keeps your team engaged and effective.
  • Focus on Outcomes: Ensure that meetings have clear objectives and are focused on achieving specific outcomes. Communicate these objectives clearly to all participants.
  • Promote a Results-Oriented Culture: Encourage a culture where productivity is measured by results and not just meeting attendance. Make it acceptable to decline meetings when it’s in the best interest of productivity and getting things done.

By implementing these strategies, you can transform meetings from a time-consuming necessity into a valuable tool for achieving your goals and fostering team collaboration. Meetings don’t have to be a drain on your resources—when managed effectively, they can become a powerful asset in your professional toolkit.

To learn more about enhancing your team’s performance at work, reach out to TalentRise today.

This blog was authored by TalentRise Leadership Coach Laura Barker.