Feb 28, 2019
At the end of the workday, many professionals ask themselves, “What did I accomplish today?” Often, the answer is shaped by the quality of their meetings. Meetings are essential—they allow teams to share ideas, collaborate, and make decisions. But unorganized, unfocused, or delayed meetings can drain productivity. The key to avoiding wasted time is planning productive meetings before they even begin.
Beginning a meeting in an organized way can prevent it from getting off course, while discouraging attendees to catch-up on their social media news feed. For more meeting productivity ideas and information, check out our blog on what makes a meeting successful.
Why Planning Matters for Productive Meetings
A typical work day may include one to four meetings, each scheduled for 30 to 60 minutes. Meeting heavy days can disrupt productivity and take away for time spent getting work completed, so it's best to run efficient and valuable meetings that have a meaningful purpose. When meetings are well planned, they create clear action items and positive outcomes. When meetings aren't planned well, time is usually lost to late arrivals, technical glitches, or missing materials.
Successful meetings start long before anyone enters the room or logs into a call. By preparing in advance, you show respect for your team’s time and set the tone for a productive discussion.
Practical Tips for Planning Productive Meetings
1. Share an Agenda in Advance
Circulate the agenda before the meeting and invite feedback. This ensures that important topics aren’t missed and prevents last-minute additions that can derail the schedule.
2. Distribute Connection Details in Advance
Send dial-in or login information ahead of time, and include in all emails regarding the meeting, the agenda, and meeting invite. Better yet, use consistent links for recurring meetings so participants can easily access the call without searching through emails.
3. Test Your Technology
If you’re using conference rooms or video platforms, test your audio/visual setup at least 15 minutes in advance. A quick tech check prevents delays and ensures presenters and participants can join seamlessly.
4. Have a Backup Plan
Unforeseen issues—like power outages or dropped calls—can disrupt even the most organized meeting. Keep a backup option, whether that’s handouts, a secondary platform, or a quick plan B to keep discussions moving.
Bottom Line
Planning productive meetings means setting your team up for success before the first attendee joins. By preparing agendas, confirming logistics, and troubleshooting potential issues, you can transform meetings from time drains into valuable opportunities for collaboration.
For more strategies to improve meeting efficiency, explore our blog on what makes a meeting successful.