Everyone has experienced them, those meetings that seem to drag on forever. Endless discussions with no resolutions can be a huge waste of time and, particularly, money.
We talked to over 1900 respondents across multiple roles and sectors in our survey The State of Meeting Management 2024, and found that only 33% use board portals in their organisations in 2024. Although this number has increased by 18% since 2022, the fact remains that the majority are still not leveraging digital solutions to streamline their meeting management efforts.
Additionally, only 55% of respondents report receiving the necessary information in advance to come prepared for meetings. This creates a significant barrier to productive decision-making and highlights a persistent gap in meeting management. Lack of information undermines the effectiveness of leadership at a time when streamlined operations are more critical than ever.
To address these challenges and more, this article offers 15 Action steps that can increase meeting efficiency in your organisation.
1. Question the need for a meeting
Is it really necessary to meet? This may seem obvious but it is still important to ask. Meetings are often seen as the default method for addressing issues, but not all topics require a formal gathering. Before setting up a meeting, consider if the information can be shared through other means. Perhaps a meeting is not even necessary.
Action step
Before booking the time, evaluate if the topic can be resolved via email, a shared document or a quick one-on-one chat. Consider implementing a ‘meeting-free’ day each week to encourage alternate forms of collaboration.
2. Draft a proper agenda
An effective meeting begins with a well-drafted board meeting agenda that is distributed well in advance. It should outline clear objectives, list specific topics for discussion and assign roles and time limits for each item to keep discussions focused.
Action step
Add detail to your agenda by categorising items as ‘inform’, ‘discuss’ or ‘decide’. This helps participants know what is expected of them for each item and streamlines discussions. Make room for ‘any other business’ (AOB) at the end to address unexpected topics briefly.
3. Clarify the meeting’s purpose
Ensure everyone understands the objective of the meeting from the start. This helps align the discussion and prevents participants from straying into unrelated topics, keeping the conversation focused on achieving the desired outcome.
Action step
Use a concise statement at the beginning of the meeting to articulate the main purpose. For example, ‘The goal of this meeting is to decide on a marketing strategy for Q1.’ This reinforces focus and sets clear expectations for outcomes.
4. Distribute relevant materials in advance
Sharing necessary documents and support materials 24-48 hours before the meeting allows participants to come prepared. This reduces the need for lengthy explanations during the meeting and enables more informed, meaningful discussions.
Action step
Encourage participants to submit their questions or comments on a shared platform, such as a board portal, before the meeting. This helps identify discussion points ahead of time and allows the meeting to centre on resolving them efficiently. Some issues may even be resolved before the meeting, freeing up time for a more productive discussion.
Another important outcome of distributing meeting materials in advance is that you can get approval for the minutes before the next meeting. This saves you significant time and effort.
In this fast-paced world, you need a meeting management solution that is simple, efficient, and incredibly easy to use. With iBabs, you can manage the entire meeting process on a single platform.
5. Invite key participants only
Only invite those who are essential to reaching the goals of the meeting. This prevents having participants who just sit back complacently and makes the meeting process much more effective. Before sending an invite, ask yourself if the individual’s presence is essential for any particular agenda point.
Action step
Reduce the invite list by distinguishing between mandatory attendees and optional ones. If someone is not going to take an active role in the discussion, include them in the communication loop post-meeting, so they stay informed without needing to attend.
6. Set rules and regulations for disruptive members
It can be highly distracting during a meeting when members do not observe the proper meeting protocol and forget to silence their phones. Sometimes, they may even answer the phone during the proceedings. This can happen due to a lack of ground rules that must be communicated at the start. Clarify the proper meeting etiquette to prevent such distractions.
Action step
Go beyond silencing phones by addressing other common issues like multitasking during virtual meetings. Establish clear expectations such as keeping cameras on and avoiding unrelated tasks to maintain engagement.
7. Start and end precisely on time
Time management is a key element of these procedures. Are there people who always come late and hinder the progress of the meeting? Avoid waiting for habitual latecomers as this can disrupt the meeting flow and waste valuable time that could be spent on productive discussions. For perspective, a meeting with 10 colleagues that runs half an hour late results in a loss of five working hours.
Set a firm start time and communicate that the meeting will begin promptly, encouraging everyone to arrive on time. It is equally important to adjourn at the set time so participants can attend to other commitments.
Action step
In recurring meetings, consider a 5-minute buffer after the start for quick updates or informal check-ins. This allows latecomers to join without disrupting the core agenda.
8. Set the timer
Timekeeping is also essential during the meeting. Keep track of how long a subject is handled and the time that participants speak. Assign a timekeeper to keep discussions from going off track and prevent a few individuals from dominating conversations. By quickly handling each item, you make rapid progress in the meeting and everyone stays alert.
Action step
Use an actual timer or clock visible to all participants during virtual meetings. Combine this with a visual progress tracker on shared slides to keep everyone aware of the meeting's flow.
9. Use visual aids effectively
Presenting ideas through visuals like slides or charts can clarify complex information quickly. Visual aids help keep the meeting engaging and prevent information overload by summarising key points.
Action step
Enhance visual aids by incorporating interactive elements like polls or Q&A slides. These keep the meeting dynamic and encourage real-time feedback.
10. Encourage active participation
To foster engagement, ask open-ended questions and invite contributions from quieter participants. By encouraging active involvement, you ensure diverse perspectives are heard and generate richer discussions.
Action step
Introduce methods like round-robin sharing or small breakout groups to ensure quieter participants have a platform to share their thoughts. Recognise contributions openly to foster a positive and inclusive environment.
11. Utilise meeting minutes
Designate a minute taker for each meeting to capture key discussions, decisions and action items. Knowing how to write effective minutes is critical to ensuring clarity and accountability, and providing a reliable reference for all participants.
Action step
Structure meeting minutes with clear sections: agenda topic, key discussion points, decisions, and action items with deadlines. Use templates for consistency across all meetings.
Meeting agenda, annual plan, board resolution and more templates to use in your meetings
12. Follow up on action items
Create a system for tracking action points discussed in meetings. Regular follow-ups can enhance accountability and ensure tasks are completed on time. Send reminders to keep everyone’s commitments top of mind.
Action step
Create a system to keep track of action items, their progress, priority and other important details. Set up recurring reminders to stakeholders to ensure they are aware of their projects and deadlines. Include a progress report as a standing item in recurring meetings.
13. Use digital board management software
Adopt document management software to help organise important meeting materials and ensure they are easily accessible in a centralised location. Use task tracking tools or a dedicated board portal to keep up with the progress of action items and make it easier for assignees to stay on top of their responsibilities.
Action step
Instead of juggling multiple tools, consider implementing a board portal such as iBabs. It provides an all-in-one solution for organising action items, meeting minutes and other relevant documentation. With a board portal, you can create a central hub where all participants can access agendas, minutes and tasks associated with each meeting.
14. Set clear decision-making frameworks
Board meetings often involve critical decisions, so it’s essential to establish a clear framework for how decisions will be made. Whether using consensus, majority vote or another method, having clarity on the process ensures smoother discussions and avoids unnecessary delays.
Action step
Identify who will present the context for each decision, who will lead the discussion, and how the final decision will be recorded. Use tools like a decision matrix or prioritisation framework (e.g., RACI or Eisenhower Matrix) to keep the process objective and focused.
15. Review and improve
After the meeting, take a moment to review what worked well and what did not. Gather feedback from participants and key stakeholders to refine your meeting practices and continuously improve efficiency.
Action step
To elevate your meeting management practices and maximise productivity, discover what influential thinker David Allen had to say in his webinar Getting Things Done: The Key to More Productive Meetings. Learn practical strategies to spark insightful discussions and make every meeting a success. Access the webinar now
Conclusion
Refining your meeting management practices is essential for organisational success. Implement our tips for effective meetings to foster collaboration, enhance productivity and ensure that every discussion leads to actionable outcomes.
The findings from our survey underscore a critical need for more efficient strategies, with many companies still relying on outdated methods. If you want to transform your meetings from tedious obligations into productive gatherings, try iBabs board portal. Request a demo today
