We’ve all been there—trapped in another long, directionless Zoom meeting with no end in sight. Laptops clicking. Cameras off. Minds wandering.
Meetings have become a staple of modern work life, but for many teams, they’ve devolved into productivity killers rather than performance enhancers.
And the numbers back it up.
According to the U.S. Bureau of Labor Statistics, Americans hold about 11 million meetings every day. Yet 67% of executives say most of these meetings are a complete failure. One study from the University of Nebraska Omaha even estimates that unproductive meetings cost U.S. companies a staggering $37 billion a year.
But it doesn’t have to be this way. When done right, meetings can become a competitive advantage. Teams that run effective meetings innovate faster, make better decisions, and stay more aligned.
The secret? Preparation, purpose, and follow-through.
Here are five keys to running meetings that fuel momentum rather than stall it.
1. Question the Necessity
Before you send that invite, pause. Ask yourself: What would happen if this meeting didn’t take place?
If the answer is “not much,” skip it. Meetings should be a tool, not a reflex.
Only gather people when a real decision needs to be made, ideas must be shared, or alignment is critical. If there’s no significant change expected from holding the meeting, it's better to find another way—like a quick one-on-one or an email update.
2. Set Clear Goals
No agenda? No meeting.
Every meeting should have a defined purpose, whether it’s brainstorming, sharing information, or making a decision. That includes:
A specific start and end time
A stated objective
A clear list of discussion topics and expected outcomes
When people know why they’re meeting, they show up focused and ready to contribute.
3. Invite the Right People
More doesn’t mean better. In fact, the opposite is usually true.
Respect people’s time by inviting only those who truly need to be there. The goal is to get the necessary input without overcrowding the conversation. Fewer people, more productivity.
Remember: Nothing screams louder about respect than using somebody’s time wisely.
4. Facilitate Inclusive Discussions
Different people process and participate in different ways. Some think out loud. Others reflect before speaking.
Effective meeting leaders create space for both. That means:
Encouraging quieter team members to share
Creating pauses between topics for thought
Making space for all voices, not just the loudest
A culture of inclusivity leads to smarter, more well-rounded decisions.
5. Follow Up with Action Items
One of the biggest mistakes teams make is letting meetings become recurring status updates—without accountability.
Take good notes. Assign clear action items that answer:
What’s being done? Who’s doing it? By when?
Start the next meeting by reviewing progress on these items. That’s how you turn talk into traction.
Bonus Tip: Use Tech Wisely
Yes, we have Zoom, Teams, and every digital tool imaginable. But just because you can meet doesn’t mean you should.
Sometimes, a quick phone call or face-to-face chat is the better (and faster) option.
Conclusion:
Meetings are not the enemy—bad meetings are. By being intentional with your time, clear with your purpose, and inclusive with your process, you can turn meetings from a time sink into a strategic advantage.
Want more tips on how to take advantage of your meeting time? Click here to schedule a stress-free consultation.
