Ever found yourself stuck in a meeting that just drags on and feels totally pointless? I know I have, more times than I'd like to admit.
The truth is, whether in business or everyday life, we rarely accomplish much on our own.

That's why meetings are so important—they help keep everyone on the same page. Take team meetings, for instance.
They should always have a clear goal, and that goal definitely shouldn't be to waste anyone's time.

Get to the point

One of the biggest mistakes in meetings is not having a clear agenda. Another common issue is either under-preparing or over-preparing.

It's really important to have a clear list of things you need to tackle. But, it's equally crucial to stay flexible. A great way to balance this is to set a clear goal but be open to different ways of reaching it.

A well-organized meeting isn't just about being prepared; it's also about setting a timeline for when you want to achieve your results.

How to run a meeting effectively

1. Prioritize

2. Set a strict timeline

3. Allow everyone to speak

4. Leave time for questions

5. Commit to a to do list

Prioritize:
In meetings, it's so easy to get bogged down in the details, especially when there are lots of people involved. Everyone has their own input, and sometimes the main reason for the meeting gets lost in the shuffle.
That's why it's super important to focus on what you want to achieve.
Start by creating an agenda. To reach your meeting's goal, make sure to steer every discussion back to the main task if it starts to drift.
If you don't, chances are you'll end up not getting the results you were hoping for.

Set a strict timeline:
When putting together an agenda, it's very helpful to estimate how much time you'll need for each topic. Sure, you might not get it perfect every time, but try to stick to your plan as best as you can.

Also, don't forget to set a clear end time for the meeting. People usually take as long as they're given, which is something known as Parkinson’s law.

Allow everyone to speak:
Making sure everyone gets a chance to speak during a meeting can really make a difference.
For starters, it helps people feel valued and empowered, which can motivate them to put in that extra effort when needed. Nobody likes feeling ignored; we all want to feel like our voice matters.

Plus, it gives you the chance to hear diverse viewpoints. Folks from different departments might see things in a whole new light, which can help everyone understand each other better and even solve ongoing issues.

Leave time for questions:
What’s the purpose of a meeting?
The goal is to tackle a problem or discuss a specific topic. Usually, meetings happen because there's something important to talk about.
You want everyone to walk away from the meeting feeling more informed than when they came in. It's crucial to address any questions that pop up right then and there.
If you don't, people might leave feeling more puzzled than before.

Ensure that everyone feels comfortable and confident enough to ask any questions they have. You definitely don't want a workplace where people are too scared to speak up.

Commit to a do to list:
Getting people together to chat about a specific topic is crucial.
But just talking about it won't fix anything or help you reach your goal.

A productive meeting should always end with an action plan.
It's essential to create a to-do list with deadlines and assign someone to each task.
This doesn't mean you should overwhelm people, but giving someone responsibility for a task can motivate them to get it done.
After all, no one wants to let others down, especially when they've been trusted with something important.

In conclusion

Meetings should be short and effective. Unfortunately, many meetings are poorly planned and end up wasting everyone's time. To avoid this, make sure your meeting has a clear purpose and goal.
An agenda with key points is a must, and you should focus on topics that will drive results. Anything that doesn't align with the goal is just a distraction.

It's important to give everyone a chance to speak and always leave room for questions. This way, people will leave the meeting feeling more informed, not confused.

Even the best meeting is pointless if no one takes action afterwards.
Create a to-do list and assign tasks to specific people. We all tend to work better when we have clear responsibilities, and no one wants to let the team down, especially when trust is involved.

Thank you for reading.