6 Rules that Make Meetings Worth Your (and Everyone Else’s) Time
We’ve all been there—meetings that go on forever, where no one is prepared, one or two people dominate, and nothing really gets done. Instead of feeling energized, you leave wondering why that couldn’t have just been an email. The good news? With a little intention, meetings can be productive, engaging, and (dare I say it?) even enjoyable.
Before we fix meetings, let’s be honest about what’s broken:
Meetings take too long: No clear structure, discussions meander.
They are a data dump: One-way presentations, no real discussion.
People aren’t prepared: No one knows what’s expected of them.
Negativity becomes a distraction: People show up stressed, frustrated, or distracted — making it hard to listen and hard to engage.
Unequal participation: Some people talk too much; others never get a word in.
There is no follow-through:: Action items disappear into the void.
Sound familiar? Let’s fix it with 6 easy rules:
Rule #1: Match the Meeting to the Need:
Always ask yourself: do you even need a meeting? If the goal is just to share information, an email or shared doc may be better. If a meeting is necessary:
Be clear on the purpose: Are you making a decision, brainstorming, or checking progress? If the meeting doesn’t move something forward, reconsider, and make sure that ALL participants understand meeting goals and targets.
Be clear on the cadence – Are you meeting at the right frequency for the topic at hand?
Keep weekly meetings focused on immediate operational issues so they don’t overshadow long-term strategic discussions.
Reserve quarterly and annual meetings for big-picture planning, ensuring critical long-term priorities aren’t constantly pushed aside by short-term urgencies.
Invite only the right people: Everyone’s time is valuable. Before scheduling, ask: Is this worth the combined cost of these attendees’ time?
Get a calculator out and assigning a hypothetical “hourly rate” to the meeting participants…is this meeting worth all of that money?
Avoid the “venting” trap: Meetings shouldn’t be a forum for collective frustration. Venting doesn’t relieve stress—it amplifies it. If a discussion won’t lead to solutions or action, it’s not a good use of time. You don’t get rid of your headache by giving everyone else one.
Rule #2: Plan & Structure for Success
Schedule meetings in advance: Set as many recurring meetings early in the year to avoid scheduling chaos. It is always easier to cancel a meeting than to schedule it.
Make the agenda a shared, living document: Let participants contribute topics, but the meeting owner decides the final agenda.
Harness AI: Use Artificial intelligence for scheduling, agendas, and note-taking. It also works wonders for developing reports and other pre-work that will help your participants be fully prepared. Agendas should include links to all participant materials to make them as accessible as possible
Agenda items should always be questions: Instead of vague topics, structure agenda items as questions that drive action.
Instead of “Marketing Strategy Update”, try “What top 3 challenges could delay our Q2 campaign?”
Rule #3: Assign Key Roles
Meetings have much better outcomes when key roles are assigned:
Meeting Owner: Sets the agenda and keeps discussions focused.
Timekeeper: Keeps things moving and enforces time limits.
Note-taker: Captures key takeaways (or use an AI tool)
Engaged participant: Arrives with the relevant information already prepared, understands how they are adding value, and brings a mindset of constructive curiosity
Rule #4: Read the Room
Meetings fail when people bring stress, frustration, or resistance. Before diving in:
Begin with a mindset reset: Invite participants to take a moment to shift gears
“Take a breath and think about what you need to let go of to be fully present for this discussion”.
Align priorities: Ask all participants to share through chat or whiteboard what needs to happen for this meeting to be worth their time. Make sure that these are addressed at the meeting, or if they are not, agree to follow up afterwards.
Acknowledge tension neutrally: If there’s disagreement, name it but keep focusing on solutions.
“There seem to be different perspectives on the best path forward. Let’s focus on what needs to happen for us to move ahead productively.”
Maintain agenda flexibility – If a key pain point surfaces, make an intentional choice to either;
Stay on course and schedule a separate time to address the issue properly.
Adjust course and resolve it now, understanding that this may take priority over the rest of the agenda.
Rule #5: Ensure Everyone Has a Voice
Meetings tend to favor those who process verbally, have full language fluency, and are comfortable speaking in public — but that may not be everyone you want to hear from. Here is how you can draw out a wider array of perspectives:
Use structured participation: Tools such as circles, time-limited responses, and small group discussion with a “reporter” all effectively encourage wider participation.
Use a skilled facilitator: Â facilitator ensures balanced participation, drawing out insights from many in the room without making anyone feel called out or silenced.
Use digital tools: Chat rooms and anonymous discussion platforms like Slido or Mentimeter encourage active response without the need to speak out loud.
Rule #6: Always Follow Through
Don’t let these great ideas disappear into the ether — every meeting should begin with a review of past action items and end with a call to action.
Revisit ALL past action items: Make sure to review the action steps set not only in the last meeting but also two or three back to prevent things from slipping through the cracks.
Reduce agenda items if needed – If you’re always running out of time to follow up on commitments, your scope is too broad.
End with clear next steps: Assign responsibilities and deadlines, and make follow-ups visible to all.
Final Thoughts
Meetings should drive action, not drain energy. With a little upfront planning—clarifying the purpose, structuring the conversation, managing energy, and ensuring follow-through—you can turn them into a tool for real progress.