Love them or hate them,
meetings are here to stay.
And when they’re run right, they’re the fastest way to align your team, make decisions, and move forward. But mismanaged meetings? They’re a time trap. Let’s explore how to make yours efficient, focused, and impactful.
Why Meetings Still Matter
Tips to Make Every Meeting Count
1. Schedule meetings in advance
Plan ahead. Give attendees enough notice to block time, prepare properly, and contribute meaningfully. Surprise meetings usually lead to minimal engagement and poor outcomes.
2. Use scheduling tools wisely
Digital calendars often come with powerful features—track confirmations, mark participants as optional/mandatory, and send tailored reminders. Explore what your system can do and use it to your advantage.
3. Share an agenda and stay on it
Avoid unproductive tangents. Circulate an agenda ahead of time, let participants suggest additions, and then stick to it. Only allow off-topic discussions if time permits.
4. Allocate time per agenda item
Some topics can spark deep discussion—great, but not if they derail the meeting. Assign time slots for each topic and appoint a timekeeper to keep things moving.
5. Be outcome-focused
Every discussion should have a purpose. Begin each topic by stating the decision or outcome you need. This creates clarity and drives the conversation toward a result.
6. Follow up with minutes and action items
Assign someone to take notes and circulate minutes afterward. List what was discussed, what was decided, and who’s responsible for what—complete with deadlines.
7. Ban digital distractions
Nothing kills momentum like people buried in their phones. Ask attendees to silence their devices and put them face-down. Meetings should be sacred time.
What About Online Meetings?
Virtual meetings are just as important—and often more convenient. Here’s how to make them work:
- Use a reliable platform like Zoho Meeting, Zoom, Google Meet, or Microsoft Teams
- Test your tech in advance to avoid delays
- Set ground rules, like muting when not speaking or using the raise-hand feature
- Share the agenda and documents ahead of time; you can do this easily by attaching your agenda to your meeting request
- Encourage camera use to maintain human connection and engagement
- Record the session if needed and share the recording and summary with those who couldn’t attend
Done well, online meetings can be just as effective—if not more so—than in-person ones.
Final Thought
Legal Note
This article has been written and posted by Pinnacle Business & Marketing Consulting, LLC. Distribution, copying, and sharing is only authorized and permissible if no changes/ alterations are made to the content and appearance of this publication. Credit must be given to the publisher at all times by including this paragraph in any distribution. This blog article is subject Pinnacle’s Terms & Conditions, and Privacy Policy.
