Learn how to organize meetings that are productive, efficient, and respectful of your time and energy. Discover tips on purpose, format, agenda, frequency, duration, technology, and evaluation.

I once asked a room with senior project managers about an ongoing governance meeting for a key two year software project. The meeting lasted two hours and was held every other week. "What portion of the software project is completed?", I asked. "98%" was the response. I asked them if they needed to keep meeting for two hours every other week to manage the last 2% of the project. They glanced at each other and immediately shortened the duration and frequency. Key lesson: the duration and frequency may need to flex over time. Be adaptable with your meetings.

How do you balance the frequency and duration of your meetings with your other work priorities?

Meetings are essential for communication, collaboration, and decision-making in any organization. But they can also be a source of frustration, stress, and wasted time if they are not planned and managed well. How do you balance the frequency and duration of your meetings with your other work priorities? Here are some tips to help you organize meetings that are productive, efficient, and respectful of everyone's time and energy.

1 Assess the purpose and value of each meeting

Before you schedule or accept a meeting invitation, ask yourself: What is the main goal of this meeting? Is it to share information, brainstorm ideas, solve a problem, or make a decision? How will this meeting help you and your team achieve your objectives and deliverables? If you cannot clearly answer these questions, or if you think the same result can be achieved by other means, such as an email, a chat, or a document, then you may not need a meeting at all. Alternatively, you may need to clarify or refine the purpose and value of the meeting with the organizer or the participants.

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2 Choose the right format and type of meeting

Depending on the purpose and value of your meeting, you may want to consider different formats and types of meetings that suit your needs and preferences. For example, you may opt for a synchronous or asynchronous meeting, depending on whether you need real-time interaction or more flexibility. You may also choose between a formal or informal meeting, depending on the level of structure and preparation required. Additionally, you may select a specific type of meeting, such as a stand-up, a brainstorm, a review, or a feedback session, depending on the outcome you want to achieve. Choosing the right format and type of meeting can help you optimize the time and resources involved.

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3 Set a clear agenda and expectations

Once you have decided on the purpose, value, format, and type of your meeting, you need to set a clear agenda and expectations for yourself and the participants. An agenda is a list of topics or items that you want to cover or address during the meeting. It should include the following elements: the meeting objective, the time and duration, the participants and their roles, the main points or questions, and the desired actions or outcomes. An agenda can help you stay focused, organized, and on track during the meeting. It can also help you communicate the expectations for the meeting, such as the preparation required, the participation expected, and the follow-up needed.

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Carmen Arias

Licensed Esthetician, Certified Microblading Artist & Certified Fibroblasting Technician
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This is key. Sticking to format for meetings is essential in order cover every topic and finding solutions if needed. I always allow for extra time at the end in case we need to cover anything else and answer questions.

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4 Limit the frequency and duration of your meetings

Another way to balance your meetings with your other work priorities is to limit the frequency and duration of your meetings. This means that you should only schedule or attend meetings that are necessary, relevant, and beneficial for your work. You should also avoid scheduling or attending meetings that overlap, conflict, or interfere with your other tasks, deadlines, or commitments. Furthermore, you should keep your meetings as short and concise as possible, without compromising the quality and effectiveness of the discussion. A general rule of thumb is to limit your meetings to 30 minutes or less, unless there is a compelling reason to extend them.

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James Jorasch

Founder Model Meetings // Science House // 780 Patents
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I once asked a room with senior project managers about an ongoing governance meeting for a key two year software project. The meeting lasted two hours and was held every other week. "What portion of the software project is completed?", I asked. "98%" was the response. I asked them if they needed to keep meeting for two hours every other week to manage the last 2% of the project. They glanced at each other and immediately shortened the duration and frequency. Key lesson: the duration and frequency may need to flex over time. Be adaptable with your meetings.

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5 Use technology and tools to facilitate your meetings

Technology and tools can be your allies in organizing and managing your meetings. There are many platforms and applications that can help you schedule, host, record, and share your meetings online. For example, you can use a calendar app to find a suitable time slot, a video conferencing app to conduct a live or recorded meeting, a screen sharing app to present or demonstrate something, and a note-taking app to capture or distribute the key points or action items. Technology and tools can help you save time, reduce costs, enhance engagement, and improve collaboration during your meetings.

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6 Evaluate and improve your meeting practices

Finally, you should evaluate and improve your meeting practices on a regular basis. This means that you should solicit and provide feedback on the quality and effectiveness of your meetings. You should also measure and monitor the impact and outcomes of your meetings. You should also identify and address any issues or challenges that arise from your meetings. Evaluating and improving your meeting practices can help you learn from your experience, adjust your approach, and optimize your results.

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7 Hereâ€™s what else to consider

This is a space to share examples, stories, or insights that donâ€™t fit into any of the previous sections. What else would you like to add?

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Directory

How do you balance the frequency and duration of your meetings with your other work priorities?

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1 Assess the purpose and value of each meeting

2 Choose the right format and type of meeting

3 Set a clear agenda and expectations

4 Limit the frequency and duration of your meetings

5 Use technology and tools to facilitate your meetings

6 Evaluate and improve your meeting practices

7 Hereâ€™s what else to consider

Organizing Meetings

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