8 Best Practices for Effective Meetings
1. Start with a Clear Purpose and Objectives
Productive meetings begin with a clear objective. Before scheduling, ask yourself: What is the purpose of this meeting? If the goal can be achieved through an email or a brief conversation, reconsider holding the meeting.
Questions to Ask Before Scheduling
- What problem are we trying to solve?
- What decision needs to be made?
- What outcome do we want to achieve?
- Could this be handled via email or async communication?
2. Prepare and Share an Agenda in Advance
When a meeting is necessary, prepare and distribute an agenda in advance that outlines the topics to be discussed. This allows participants to prepare adequately, fostering focused discussions and minimizing digressions.
Effective Agenda Best Practices
- Send the agenda at least 24 hours before the meeting
- Include specific topics with time allocations
- List any pre-work or materials to review
- Identify who will lead each discussion item
- Include the expected outcome for each topic
3. Limit Attendance with the Two-Pizza Rule
The more people who attend, the bigger the drop in productivity. Be selective and only invite those who have a specific role. Make sure that key decision-makers can attend.
The Two-Pizza Rule
Popularized by Amazon, this guideline suggests keeping meetings small enough that two pizzas could feed everyone. This typically means 5-8 participants maximum.
Who to Include
- Decision makers
- Subject matter experts
- Stakeholders who must act
Who Can Be Informed Later
- FYI-only stakeholders
- Managers wanting visibility
- Anyone without a speaking role
4. Use Time Boxing for Each Agenda Item
Time boxing offers a structured solution for effective meeting management by allocating specific time slots to each agenda item. This technique involves setting a fixed timeframe for each activity, ensuring discussions stay concise and the meeting progresses efficiently.
Time Boxing Tips
- Assign specific minutes to each agenda item
- Use a visible timer to keep everyone accountable
- Build in 5-minute buffer time between topics
- Limit total meeting time to 60 minutes or less
- Consider 25-minute or 50-minute meetings to give people breaks
5. Encourage Active Participation
Active participation is another hallmark of productive meetings. Encouraging input from all attendees not only enriches the conversation but also promotes a sense of ownership and collaboration.
Techniques to Boost Engagement
- Ask for input from quieter attendees by name
- Use round-robin discussions for important decisions
- Create psychological safety for sharing ideas
- Use collaborative tools for brainstorming
- Assign roles: facilitator, note-taker, timekeeper
6. End with Clear Action Items (W.W.W.)
Unproductive meetings often conclude with vague summaries. An action-oriented closing ensures every meeting ends with clear, specific action items, transforming discussions into concrete next steps.
The W.W.W. Framework
What needs to be done?
Specific, measurable action item
Who is accountable?
Assign one owner per action item
When is the deadline?
Set a specific date, not "soon" or "ASAP"
7. Consider Meeting Alternatives
Information-sharing meetings are limited in value. Many companies are forgoing these meetings in favor of video recordings or podcasts that cover the same information asynchronously. If there's no discussion or decision needed, it shouldn't be a meeting.
Alternatives to Meetings
For Information Sharing:
- Recorded video updates (Loom)
- Written memos or documents
- Slack/Teams channel updates
- Email newsletters
For Quick Decisions:
- Async decision docs
- Quick polls or surveys
- Direct messages
- Stand-up check-ins
8. Use the PREP Method for Clear Communication
The PREP method helps participants communicate effectively and concisely, keeping meetings focused and productive.
PREP Framework
Point
State your main point clearly and directly
Reason
Provide the supporting reason or evidence
Example
Illustrate with a concrete example
Point
Reiterate your point to reinforce the message
Why This Matters in 2025
The shift towards remote and hybrid work models has dispersed teams across various locations and time zones, making efficient communication more challenging yet crucial. Effective meeting management is no longer optional; it's essential for organizational success.
Hybrid Meeting Challenges
- Coordinating across time zones
- Ensuring remote participants feel included
- Technical issues with video/audio
- Maintaining engagement virtually
- Asynchronous follow-up requirements
AI Meeting Tools Can Help
- Automatic transcription and summaries
- Action item extraction and tracking
- Recording for absent participants
- Real-time translation for global teams
- Meeting analytics and productivity insights
Quick Reference Checklist
Before the Meeting
- Define a clear purpose and objective
- Create and send agenda 24+ hours ahead
- Invite only essential participants
- Set time boxes for each topic
- Share pre-read materials
During the Meeting
- Start on time, end on time
- Follow the agenda strictly
- Encourage active participation
- Use PREP for clear communication
- Take notes on decisions and action items
After the Meeting
- Send summary within 24 hours
- Document W.W.W. action items
- Follow up on assigned tasks
- Share recording/transcript if needed
- Gather feedback for improvement
Consider Canceling If...
- No clear decision or discussion needed
- Information can be shared via email
- Key decision-makers can't attend
- The agenda is too vague
- A quick async message would suffice
