10 Meeting Truths - Get Stuff Done

10 Meeting Truths: How to Save Time and Get More Done in Company Meetings

Meetings are a necessary part of business, but without structure and purpose, they can become time-draining and counterproductive. Focused, intentional meetings can (and should) drive results.  If you're a football player, the field is your stage.  If you're a surgeon, the operating room is your stage.  If you're a leader, the meeting room is your stage.  Embrace it, don't fear it.

If you want your meetings to be more efficient and effective, here are 10 truths—and practical tips—to help.

1. Meetings Must Have a Purpose

The Truth: A meeting without a clear goal is a waste of time.
How to Fix It: Define the objective of every meeting before it begins. Whether it's to resolve issues or share updates, everyone should know the “why” behind the meeting.

2. Keep Meetings on Schedule

The Truth: Meetings that run long or start late erode trust and efficiency.
How to Fix It: Set a strict start and end time. Begin promptly, even if participants are late, and end on time to respect everyone’s schedule.

3. The Agenda is King

The Truth: Without a solid agenda, meetings drift off course.
How to Fix It: Prepare and share a detailed agenda ahead of time. Stick to it!

4. Accountability Drives Productivity

The Truth: Meetings often fail because follow-up doesn’t happen.
How to Fix It: Assign clear action items during the meeting and confirm who is responsible for each. Revisit these tasks in the next meeting to ensure accountability.

5. Decision-Making is the Priority

The Truth: Endless discussions without decisions frustrate participants.
How to Fix It: Allocate time specifically for decision-making. If the team can't agree, the leader makes the call.

6. Not All Meetings Are Created Equal

The Truth: Trying to cover everything in one meeting is inefficient.
How to Fix It: Segment meetings by purpose. 

• Daily Check-Ins: 5-10 minutes to align on immediate tasks.
• Weekly Tactical Meetings: 60-90 minutes focused on pressing operational issues.
• Monthly Strategic Meetings: Dive into long-term goals and big-picture challenges.

7. Participation is Non-Negotiable

The Truth: Passive attendees weaken the meeting’s value.
How to Fix It: Make engagement a requirement. Assign roles like timekeeper, ELMO, scribe, or facilitator to keep everyone involved. Encourage open dialogue, especially during issues resolution.

8. Issues Need Resolution, Not Just Discussion

The Truth: Talking about problems without solving them is unproductive.
How to Fix It: Use a structured approach to do this.

• Identify: Pinpoint the root cause.
• Discuss: Debate possible solutions.
• Solve: Commit to an action plan.

9. Technology Can Help—Or Hurt

The Truth: Poorly used technology can derail meetings.
How to Fix It: Leverage tools like Zoom, Slack, or Strety thoughtfully. Ensure everyone knows how to use these platforms effectively and minimize distractions like checking emails during the meeting.

10. Regular Reviews Keep Meetings on Track

The Truth: Meetings often become stale and inefficient over time.
How to Fix It: Periodically review your meeting format. Ask participants what’s working, what’s not, and how to improve. Continuous refinement keeps meetings fresh and effective.

Final Thoughts

Efficient meetings don’t just save time; they enhance team alignment, drive results, and build trust. Implementing principles like these above can transform your meetings from dreaded obligations to powerful productivity tools.

Remember: Meetings are a reflection of your team’s culture. Get them right, and you’ll create a foundation for success.

Ryan Giles