Sandeep

Dear Sandeep,

I hear you loud and clear—unproductive meetings are a common frustration. When meetings multiply but their effectiveness plummets, it’s easy to feel like your time is being wasted. Humorist Dave Barry once said, “If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be ‘meetings.’”

While there’s some truth to that, I firmly believe meetings can be productive and even inspiring—if they’re handled well. The key lies in fostering clear purpose, balanced dialogue, and actionable outcomes while addressing the emotional needs of your team. Here are eight practical strategies to help you turn meetings around:

1. Insist on Clear Agendas

• The deNever accept or schedule a meeting without a clear agenda. Every meeting invitation should include:

• sired outcome of the meeting.

• Specific topics to be covered.

• Why you need to attend.

If this information is missing, politely decline the invite or request more details. When you’re the organizer, show respect for your team’s time by providing this clarity upfront.

2. Assign and Track Next Steps

Too often, meetings end without a clear plan of action. Dedicate the last few minutes to:

• Documenting next steps.

• Assigning tasks with clear owners.

• Setting deadlines for follow-up.

At the start of the next meeting, review these commitments to ensure accountability and progress.

3. Create Space for Venting

If meetings are derailed by ranting, acknowledge that venting has value—but it needs its own space. Organize separate sessions where team members can voice frustrations or concerns. Alternatively, set aside specific time within meetings for emotional check-ins, ensuring the main agenda stays on track.

4. Define the Meeting Type

Not all meetings are created equal. Clarify what type of meeting you’re having:

• Is it for brainstorming, problem-solving, decision-making, or updates?

• How will decisions be made—by consensus, consultation, or leadership directive?

Setting these expectations upfront keeps participants aligned and focused.

5. Call Out Interrupters

Interruption can stifle great ideas and discourage quieter voices. If someone is consistently cutting others off, step in respectfully:
“Let’s pause—I’d like to hear what [Name] was saying before we move on.”
Addressing this behavior directly sets the tone for a more inclusive and respectful discussion.

6. Engage Leadership

If you’re not the manager, bring your concerns to them. Frame the conversation around the consequences of ineffective meetings:

• Are they slowing progress?

• Hurting team morale?

• Wasting resources?
  This can prompt leadership to prioritize better meeting practices.

7. Avoid “Anchoring” the Discussion

Leaders who voice their opinions first can unintentionally influence or limit team input. If you’re leading the meeting, hold off on sharing your perspective until others have had a chance to contribute. This encourages more honest and diverse ideas.

8. Reset the Rules

If you’re introducing new meeting behaviors, let your team know. Clearly communicate the changes you’re making and why they matter. Establishing shared expectations upfront makes it easier to hold everyone accountable moving forward.

Meetings don’t have to be a drag. By implementing even a couple of these strategies, you can reclaim your time, boost productivity, and support your team’s emotional well-being.

Here’s to more effective—and less frustrating—meetings!

Best of luck,
Yogesh