The average professional spends 23 hours per week in meetings — and most are considered unnecessary. Here's how to run ones that actually work.
Should This Be a Meeting?
Before scheduling, ask: could this be an email? A Slack thread? A shared document? Meetings should be for real-time decisions and complex problems that need dialogue. Updates and status reports do not need meetings.
Every Meeting Needs an Agenda
No agenda, no meeting. Send a structured agenda at least 24 hours before. Each item should specify: the topic, who owns it, and what kind of input is needed (information, discussion, or decision).
Invite the Minimum Number of People
Every extra person in a meeting is a diminishing return. If someone only needs to know the outcome, send them a summary instead of inviting them to sit through the discussion.
Start and End on Time — Every Time
Starting late rewards people who are late. Starting exactly on time trains your team to be punctual. End on time or early — if you need more time, schedule a follow-up.
Send a Follow-Up Summary
Within 24 hours, send a brief summary of what was decided and what the action items are with owners and deadlines. This creates accountability and a record for later reference.