2. Implement continuous improvement
”Our meetings feel like a waste – they’re pointless, and they never improve.”

One reason meetings don’t improve is that no one tries to improve them. To stop meetings from becoming stagnant, introduce a simple feedback loop. At the end of each session, have participants rate the meeting from 1 to 5.

It’s a quick pulse check: 5 means the meeting was fantastic, while 1 means there’s a lot to be improved. Follow-up with two questions: ‘What went well?’ and ‘What could be better next meeting?’

Record these responses and review them at the next meeting. This continuous improvement method, inspired by Kaizen, not only makes meetings more effective over time, it keeps everyone engaged in the process.

3. Drive actions with clarity

“I’m tired of leaving meetings with more questions than answers—nothing ever gets done.”

If you’ve ever left a meeting more confused about your tasks than when you entered, you’ll know this frustration. To avoid this, conclude each meeting with clear action items. Implement the “3 W’s” strategy: What needs to be done, Who is responsible, and When the task must be completed.

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Note these actions in the minutes and ensure they are reviewed at the start of the next meeting. This method turns vague discussions into clear, actionable tasks, boosting productivity and focus.

4. Start on time every time
“It’s frustrating when meetings always start late because we’re waiting for one or two people.”

A simple way to make meetings more efficient is to start (and end) precisely on time. Consider setting non-traditional start and end times, like 10:05am to 10:25am, to encourage punctuality and provide brief breaks for those with back-to-back schedules. Brief breaks between meetings have been found to significantly reduce stress.

Meetings don’t have to be time wasters, but they require everyone’s commitment to improvement for things to change.

Shadé Zahrai is a behavioural strategist, and award-winning peak performance educator to Fortune 500s. Co-founder of Influenceo Global, she advises global brands on matters spanning leadership, culture and performance. Follow her on LinkedIn here.

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