Meetings are one of the most common practices in the workplace. They are also one of the most criticized.
Most professionals have experienced an unproductive meeting – one that runs longer than expected or the discussion drifts far from the agenda. At times, meetings have conjured up the thought: “Could this have been an email?”
Research seems to back up this frustration. In a widely cited study from the Harvard Business Review, researchers found that 71% of senior leaders say meetings are unproductive and ineffective, and 65% of those leaders feel as though meetings prevent them from completing their own work.
But meetings remain essential and offer many advantages for businesses. They bring talent together to share ideas, make decisions, solve problems and move the company forward. The problem isn’t that meetings are still commonplace in today’s work environment. The issue is how meetings are designed and led.
Here are five ways leaders can approach meetings with real intention and make a difference:
The number one factor in an effective meeting is an objective. Company leaders tend to schedule meetings out of habit. It’s great to commit to meeting once a week or twice a month to ensure collaboration isn’t lost in the often-hectic day-to-day workload. But if there is no necessity for the meeting, it becomes a waste of everyone’s time.
The purpose of a meeting should be to result in a solution, whether that involves making a decision, changing a workflow or outlining next steps. Taking the time to distribute an agenda with talking points ahead of the meeting can make a significant difference in how prepared attendees are to discuss and collaborate.
In terms of workplace meetings, the more the merrier isn’t always the most effective way to go. While it is understandable that leaders may not want their employees to feel as though their input isn’t valued, larger meetings with more people can slow the discussion and prolong ineffective conversations.
Instead, keep the meeting invites to those who can most efficiently contribute to the solution and have the authority to speak on decision-making. Follow-up summaries of the meeting to others can keep everyone in the loop, without cutting into productivity.
The purpose of meetings is to bring the talent together to help form a solution. A one-way presentation or an announcement about a decision that has already been made may work better as an email.
To maximize participation at meetings, encourage perspectives that lead to strong discussions. Use open-ended questions and create an atmosphere where attendees feel comfortable sharing their insights.
When people feel as though their expertise is valued, they are more likely to stay engaged and work together as a team.
Researchers noted that in 2025, the average professional attended 11 meetings per week and spent up to 23 hours of their workweek in a meeting. For an average 40-hour workweek, that is more than half of their time. It is imperative that those hours count.
Even the most well-planned meetings can drift away from the original objective. It is important that those in charge of the meeting keep the direction of the meeting on track, but at the same time, not dismiss valuable ideas that can be explored at a later time. Effective leaders can acknowledge the participation and keep a list of discussion points for future meetings while bringing the discussion back to the purpose of the current meeting.
These moves can help a meeting stay purposeful, feel less overwhelming and become more productive, while still encouraging attendees to bring forward ideas.
The productivity of a meeting happens when the meeting is over. Clarity about what happens next should be a priority. Meeting leaders can recap the main discussion points, reiterate the action items and assign responsibilities. This ensures that the meeting results in effective progress rather than time spent discussing items.
If employees leave the meeting with unclear expectations, follow-up meetings are often needed to clarify questions or resolve confusion. Taking a few minutes to summarize key points at the end of a meeting can make a significant difference in keeping everyone aligned. Even more effective is sending a concise, bullet-pointed follow-up email, giving all attendees the same understanding and a reference they can return to as needed.
