By: Robin Turnill

Let’s be honest—most people dread business meetings. They often run too long, lose focus, or feel like a giant waste of time. American humorist Dave Barry said it best:

“If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be meetings.”

Harsh? Maybe. But meetings don’t have to be painful or pointless. Done right, they can boost productivity, spark innovation, and keep teams aligned. The secret? A little planning, a lot of focus, and strong leadership that keeps things moving.

Here are seven simple strategies to run productive business meetings and make the most of everyone’s time:

1. Have a Clear Purpose

Before scheduling any meeting, ask yourself: Is this meeting truly necessary? Not every conversation needs to be a formal sit-down. If an email or quick Slack message will do, skip the meeting. But if a meeting is needed, define a crystal-clear goal. Are you making a decision? Brainstorming ideas? Sharing key updates? Clarifying the purpose keeps everyone focused and prevents wasted time.

2. Set an Agenda (and Stick to It)

Agendas are the roadmap to effective meetings—they keep everyone on track and avoid unnecessary detours. Share a brief agenda in advance so attendees know what to expect. A simple format looks like this:

• Meeting objective
• Key discussion points
• Action items with assigned responsibilities
• Wrap-up and next steps

Sticking to the agenda is crucial. It’s easy to get sidetracked, but a good leader keeps the conversation focused and purposeful

3. Keep It Short and Focused

Time is money, and long meetings drain both. The best meetings are short, sharp, and to the point. Aim for 30 minutes or less. If you absolutely need more time, build in short breaks to keep energy levels up. Remember: Shorter meetings force clarity and action.

4. Encourage Participation (But Keep It Balanced)

Great meetings aren’t monologues. Effective leaders create a space where everyone feels comfortable contributing—but also know how to manage the conversation. If someone is dominating, gently steer it back to include other voices. And don’t overlook the quieter folks—often, the best ideas come from those who don’t always speak up. Invite input without putting people on the spot—create a safe, open environment.

5. End With Actionable Takeaways

The worst meetings? The ones where everyone leaves thinking, “What was the point of that?” Every meeting should end with clear action steps. Assign responsibilities, set deadlines, and make sure everyone knows what happens next. No ambiguity. Just action.

6. Know When to Skip the Meeting

Not every decision requires a group huddle. Sometimes, asynchronous communication tools like email, Slack, or project management software (think Asana, Trello) can handle the job better—and faster. Your team will thank you for avoiding unnecessary meetings and respecting their time.

7. Make the Ordinary Extraordinary

If you have regular standing meetings, add a spark to keep them fresh and engaging. How? Invite guest speakers on relevant topics, introduce learning moments (e.g., on leadership, communication, or mental wellness), or use creative brainstorming techniques to break the routine. The Plum Power Hour is a great way to bring new energy to your meetings, offering short, impactful sessions on topics like habit formation, emotional intelligence, and psychological safety.

Final Thoughts: Making Meetings Matter

By following these seven strategies for effective meetings, you’ll cut down wasted time, improve team alignment, and drive better outcomes for your business.

No, great meetings may not solve all of humanity’s problems (sorry, Dave Barry!), but they will make your company run smoother, smarter, and more efficiently.

Want More Practical Leadership Tips? If you’re ready to transform the way your team works, check out our New Manager Essentials course — now open with an early bird discount.