Meetings have a reputation for being time-wasters, but that’s only true when they’re not run properly. The best meetings drive decisions, spark ideas, and keep teams aligned. The worst ones? They drag on endlessly, go off-track, and leave everyone wondering why they were even invited.
The difference between a great meeting and a frustrating one comes down to structure, engagement, and follow-through. If you want to make every meeting productive, follow these 10 commandments to ensure no time is wasted and every discussion leads to real results.
1. Use Tools to Stay on Track
Meetings can quickly turn into a chaotic mess of ideas, side conversations, and forgotten points. That’s why using the right tools is essential. A notetaking tool like Chorus notetaker can help capture key points, ensuring nothing gets lost in the shuffle. There are plenty of alternatives worth looking at too, so find one that fits your needs. Tools for time management, agenda planning, and follow-ups can also make a huge difference in keeping things efficient.
2. Have a Clear Purpose (and Stick to It)
Ever sat through a meeting that felt like it was going in circles? That usually happens when there’s no clear goal. Before you even send out invites, ask yourself: What is the main objective? Whether it’s making a decision, brainstorming ideas, or reviewing progress, define the purpose upfront and make sure every agenda item serves that goal. If something doesn’t fit, save it for another time.
3. Keep the Guest List Tight
Not everyone needs to be in every meeting. A bloated attendee list leads to distractions, unnecessary opinions, and people zoning out. Only invite those who are directly involved in the discussion. If someone just needs the outcome, a summary will do. This keeps things focused and avoids wasting time for people who don’t need to be there.
4. Stick to an Agenda
A meeting without an agenda is like a road trip without a map—sure, you might get somewhere, but it’ll take twice as long, and you’ll probably end up lost. A solid agenda outlines:
- Key discussion points – What needs to be covered?
- Time allocation – How long should be spent on each item?
- Expected outcomes – What decisions or actions should come from this?
Share it beforehand so everyone comes prepared. Even better, assign a timekeeper to ensure discussions don’t drag on endlessly.
5. Start and End on Time
There’s nothing more frustrating than a meeting that starts late and overruns. Not only does it throw off people’s schedules, but it also signals a lack of respect for their time. Make it a rule: start on the dot, no matter who’s missing. If someone’s running late, they can catch up. Likewise, set a firm end time and stick to it. If discussions need more time, schedule a follow-up rather than making everyone sit through a marathon session.
6. Encourage Engagement (Without Wasting Time)
The best meetings are ones where people contribute, not just sit in silence. But there’s a balance—you don’t want a free-for-all where discussions go wildly off-topic. Set clear expectations:
- Encourage input – Ask for thoughts but keep responses focused.
- Use hand-raising or turns – In virtual meetings, this stops people talking over each other.
- Shut down derailments – If someone goes off-track, politely steer things back.
A good meeting should feel like a discussion, not a lecture.
7. No Phones, No Multitasking
We’ve all seen it—people checking emails, scrolling their phones, or secretly working on something else while pretending to listen. Not only is it disrespectful, but it also slows everything down. If people aren’t fully engaged, discussions have to be repeated, and decisions take longer. Simple fix? Make it a rule—no multitasking. If you don’t need to be present, don’t attend.
8. Decisions Need Action Points
Ever left a meeting thinking, “So… what now?” That’s what happens when there are no clear action points. Every meeting should end with:
- What’s been decided – Summarise key takeaways.
- Who’s responsible – Assign ownership to specific people.
- Deadlines – Set clear timeframes for follow-ups.
Without action points, meetings are just conversations that go nowhere. Keep everyone accountable, and make sure next steps are crystal clear.
9. Keep It Short and Sharp
If a meeting runs for an hour but only contains 20 minutes of valuable discussion, it’s too long. Cut the fluff. Avoid unnecessary recaps, drawn-out explanations, and side tangents. A 30-minute focused meeting is far more effective than a 90-minute slog where half the time is wasted. The shorter and sharper, the better.
10. Follow Up – Don’t Just Forget About It
A great meeting isn’t just about what happens in the room—it’s about what happens after. Once it’s over, send out a quick summary with action points and deadlines. This reinforces accountability and ensures nothing gets lost. Without follow-ups, even the best meetings can end up being a waste of time.
Meetings Done Right
When meetings are well-structured, purposeful, and efficient, they’re one of the best ways to collaborate and get things done. It’s not about cutting them out entirely—it’s about making sure they actually serve a purpose. With the right tools, a clear agenda, and a focus on action, every meeting can be productive, engaging, and worth everyone’s time.