How To Optimize Your Meeting Time

Written by Bartosz Kiera

Let’s start by stating the sometimes not-so obvious: meetings are a tool requiring mutual respect; a gathering of people where ideas are exchanged and goals achieved. At least, at Tommy Hilfiger, that’s what they’re supposed to be.

Nevertheless, you probably find yourself leaving many meetings wondering: Why was I invited to this meeting? Why did we discuss this topic? We talked, argued, discussed — but now what? Why did it take longer then expected?

Depending on how meetings end, they can feel like a complete waste of time, or, on the contrary, as if you’ve had the best possible conversation. But even when the latter occurs, you must assess: did you achieve tangible progress? To ensure you’re answering ‘yes’ moving forward, here are some tips on optimizing your meeting time, whether you’re an organizer or participant.

Maximize Your Role As An Organizer

When you organize a meeting, you need to understand that you are calling on a group of people to individually dedicate time to a topic that matters to you. Their acceptance of your meeting invitation is a gift you must respect rather than misuse. Fortunately, as an organizer, there are a few simple ways to fully value participation in your meeting.

1. Understand your meeting’s goal:

The meeting organizer should establish a clear goal or purpose prior to the meeting. Understanding your objectives can then guide you in setting a proper meeting format. For example, are you going to brainstorm a solution and come up with list of ideas? Do you want a buy-in or decision to be made? Do you want alignment? Do you want to inform people about decisions that have been made, provide progress updates, etc.?

Each of these goals requires a unique process of facilitation. An organizer must understand this, or they risk approaching every meeting in the same, inefficient manner. If you don’t have experience setting a meeting format that matches your goals, you can always seek help from someone external to the cause. Not only can they assist in structuring the meeting, they can also remain bipartisan and focus on facilitation.

2. Invite the right people and communicate what is expected of them:

After establishing the meeting’s goal, really consider who needs to attend. Map out what you require from each person, from preparation, to decision making to facilitation. Once you’ve established whose participation is actually needed, communicate each person’s role in the meeting, then ensure they have accepted and committed.

It’s always helpful to send a meeting agenda with the goal clearly stated. This agenda can include what will be discussed, questions that need to be answered and decisions to be made. For longer meetings, section each focus point, set aside break time and list callouts to each person.

An important final step is to follow-up with participants to ensure they understand what is expected of them, commit to this expectation and lastly, confirm they will come. Sending an invitation email is not enough; you must also confirm it was received and understood.

3. Prepare your meeting tools:

The most effective meetings happen between people who are physically and mentally present in the room (close the laptops please). If, however, someone cannot make in any way other than by remote means (video conference, phone call, etc.), make sure these tools are tested and prepared before the meeting starts. Remember the last meeting you were 10 minutes into and still trying to connect one person via video chat? Unprepared tools can waste valuable meeting time.

4. Stick to the allotted time:

Based on the meeting’s goal and format, try to accurately estimate or time-box the meeting. The rule to always keep in mind is: never run over the scheduled meeting time. Why? Well, respect is one important reason. You can expect participants’ commitment during the time they agreed to, but beyond that point, you are being disrespectful of their time and taking more than what was consented to. So when your meeting runs long, you cannot assume you will receive the same commitment, focus or productivity.

How many times have you heard the excuse of someone being late to your meeting because their previous meeting ran late? It’s an organizer’s duty to make sure it ends on time, no matter what. If you have not achieved your goal as you near the end of your scheduled time, use the last 10 minutes to establish a a follow-up plan. And, as the organizer, try to understand why you either didn’t have enough time or if it was spent incorrectly. What went wrong with your estimations? Was there enough preparation both on your side and participants’?

Maximize Your Role As A Participant

When you say ‘yes’ to joining a meeting, you take on a responsibility towards others who will join. Here’s how to be the best meeting participant:

1. Understand the meeting’s goal:

If this isn’t shared upfront, ask for it. If it’s been shared but you have questions, ask the organizer for clarification. There is nothing more counter-productive than people going into a meeting with different expectations.

2. Embrace your role:

When you accept a meeting, you are agreeing to attend and participate. Make sure you understand the degree of your involvement in preparation, discussion and decision making. You should be able to answer the question: why am I part of this meeting? By coming prepared, you are respecting others’ time and effort.

3. Prepare your tools:

If you’re connecting to the meeting using remote tools, make sure you have them prepared and connected before the meeting starts. Be respectful of others’ time and don’t make them wait. You should never use the meeting to install what you knew was needed in the first place. I hope you’re noticing a theme behind effective meetings — respect towards others that manifests itself with preparation and active participation. If you’re in the room, be fully in the room.

4. Be mindful of ending on time:

If the meeting is running out of time and you have not achieved your goal yet, let the organizer wrap up and schedule a follow-up session. Stop yourself from trying to continue the discussion, as you are taking someone else’s time without their approval. For the follow-up, you can repeat these steps and successfully actualize the meeting’s original objective.