Why are (most) meetings a waste of time?

Written by Charlotte Rimmer for The Tawny Frogmouth Magazine, February 2024.

Meetings are a valuable tool when they’re executed effectively. However, we’ve all experienced the frustration of wasted time in unproductive meetings. Throughout my work globally, I’ve discovered a key insight which consistently leads to a breakthrough moment: understanding the requirements for conducting effective meetings.

1. Confident Leadership: A leader who understands the required outcome and is able to effectively communicate to the participants
2. Prepared Participants: attendees who recognise value and come prepared
3. Effective time management: location and note taking (if required)
4. Follow-up action plan: a well-documented and clearly defined accountability plan to ensure progress

Next time you’re in a meeting, roughly estimate the collective hourly rate of attendees, the cost of the room and the impact of your absence from your usual workplace. It’s an interesting exercise and quickly helps you to recognise the value of productivity.

Whether the meeting intention is to develop relationships, problem solve or discuss the value of a project it’s crucial that everyone attending understands the purpose. By clarifying the goal, you are allowing individuals to assess the value of their attendance, prioritise, prepare and take accountability for their contribution.

In essence, the one tip that creates that “aha” moment is to define the purpose of the meeting clearly and ensure effective communication of that purpose to all attendees. This simple strategy can transform meetings from time consuming frustrations to productive sessions driving your business strategy.