In today's fast-paced business world, time is a precious commodity. With so many demands on our time, it's easy to feel overwhelmed and stressed. Unfortunately, unnecessary meetings are one of the biggest time-wasters in the modern workplace.  

According to a study by Bloomberg, pointless plans and wasteful meetings cost big companies $100 million annually. So, it's time to address this issue and ensure we respect our people's time by eliminating unnecessary meetings. 

Create meetings with purpose

Meetings are necessary for any business and organisation but can quickly drain time and productivity if not managed properly. The problem with meetings is that they often lack a clear purpose or agenda.  

When people call a meeting without a clear objective, they can quickly devolve into a free-for-all of random thoughts and ideas. Unfortunately, this wastes valuable time and can demoralise team members who feel their energy could be better spent.  

Have intention and a clear agenda when planning

It's vital to be intentional when planning meetings to combat this problem. Before organising a team get-together, ask yourself if it's essential or whether you can handle the information or decisions you need to make through email or another form of communication instead. Because if this is the case, then likely, the meeting isn't required.  

If you decide a meeting is necessary, ensure you have a clear agenda and purpose. Here's a ten-point checklist to help you get organised: 

#1: Send out the schedule ahead of time

It will allow attendees to come prepared and gather any necessary information or data. It's a valuable way to enable more focused and productive discussions.  

#2: Keep to the agenda

Be sure to stick to the agenda during the session and keep the discussion focused on what the team needs to discuss.  

It's easy for meetings to go off track, but as the meeting leader, it's your responsibility to focus the discussion on what the team needs to address.  

By doing so, you can ensure that the meeting stays on track and achieves its intended goals. 

#3: Have a standing meeting

Another effective way to reduce the number of unnecessary meetings is to schedule standing discussions. For instance, if you have a weekly team meeting, make it a standing session at the same time each week.  

#4: Keep it regular

Establish a regular meeting slot to eliminate the need for ad-hoc meetings and help your team members plan their time more effectively.  

Doing so reduces interruptions throughout the week and ensures that everyone is aware of when discussions will take place, allowing them to structure their work around these scheduled sessions. 

#5: Where possible, make it optional

To further optimise time management, consider making meetings optional. For example, while some meetings are essential for specific individuals, others might only need to be present for part of the duration.  

By giving people the choice to attend or opt out of specific meetings, you empower them to decide how best to allocate their time and be more productive.  

#6: Add a buffer for back-to-back meetings

Consider changing your scheduling habits by adjusting the default meeting durations. For example, instead of setting meetings for 60 minutes, try reducing them to 55 minutes; for 30-minute sessions, change them to 25 minutes.  

It's a minor adjustment, but it creates a buffer period between meetings, allowing participants to take a mental break, refresh themselves, and prepare for the next session without feeling rushed. 

#7: Don't go over time

Running a meeting over its scheduled time is one of the quickest ways to show your team that your needs are more important than theirs. It can convey that their time is not valuable, leading to demotivation and decreased engagement.  

Therefore, respecting your team members' time is crucial for maintaining a positive work culture and fostering a sense of trust and collaboration. 

#8: Set clear expectations

To ensure that meetings are kept on track and within the allocated time, it's important to set ground rules and enforce them consistently.  

• start on time, regardless of whether all attendees have arrived, to send a clear message that punctuality is expected and respected 
• encourage participants to stay focused and avoid going off on tangents 

suggest that the participants address at a later date any discussion not directly related to the agenda 

By staying disciplined and redirecting conversations that deviate from the purpose of the meeting, you can ensure that the meeting is not wasting everyone's valuable time. 

#9: Nurture an inclusive environment

It's crucial to encourage active participation and engagement from all attendees. Meetings should be a platform for meaningful collaboration where everyone's input is valued.  

Create an inclusive environment where team members feel comfortable sharing their thoughts and ideas to help drive productive discussions and ensure that meetings are worth the time invested. 

#10: Build a habit of reflection

After each meeting, take the time to evaluate its effectiveness. Reflect on whether: 

• the meeting met its objectives 
• whether you and the team followed the agenda 
• if the allocated time was sufficient.  

Use this feedback to continually improve your meeting management skills and make necessary adjustments to future meetings. 

Make meetings your power skill

Unnecessary meetings can significantly drain time and productivity in the modern workplace. However, by implementing strategies to respect your people's time, such as being intentional about meetings, having clear agendas, using technology, and creating a culture of productivity, you can eliminate unnecessary meetings and create a more efficient and effective work environment. 

Remember, valuing your team's time is a powerful way to show that you appreciate and respect them as individuals, leading to increased morale, engagement, and overall success in the business. So, take the necessary steps to kill off unnecessary meetings and give your team the gift of time.