Advertising
Advertising

Published on August 26, 2019

How to Kill Endless Meetings and Stay Productive

How to Kill Endless Meetings and Stay Productive

We’re in the middle of a meeting epidemic. Executives now spend an average of 23 hours a week in meetings, with 71 percent reporting that those meetings are generally unproductive and inefficient.[1]

Despite their drawbacks, meetings remain an integral part of any modern workplace. The rise of office silos and remote workers make regular check-ins an absolute must for keeping everyone on the same page. Meetings aren’t going away anytime soon, so how can we work to cut down on their time and productivity drains?

Unfortunately, there’s no easy answer to this question. While it’s impossible to take one simple step to eliminate meeting waste, you can start considering your meetings not as routines, but as investments. Instead of regularly planning and attending meetings thoughtlessly, think beforehand about how you can get the greatest ROI on the time you spend effectively meeting with others.

If you’re looking to put an end to endless meetings and start having productive meetings in your workplace, here are a few places to start:

Advertising

1. Optimize Your Meetings in Advance

The single biggest cause of meeting overload isn’t ingrained habits or bad office policy; it’s bad meetings. Most meetings begin without any agenda to speak of, and directionless meetings are hardly meetings at all.

A meeting that accomplishes nothing is bound to simply lead to more meetings down the line. You can put an end to this cycle by scheduling valuable, productive meetings for your team.

Start by focusing on the purpose of a meeting. Every meeting you have should be necessary for your success, as well as your business’s and employees’ success. Moreover, meetings that cover too many topics or areas are likely to go over their planned time and alienate participants.

Remember, productive meetings only last as long as they absolutely need to. To train yourself to shorten meetings, you can use tools like “speedy meetings” if you learn more about google calendar. This allows you to automatically shorten your scheduled meetings by five minutes so you have time to get things done in between meetings.

Advertising

2. Make Your Meetings Democratic

Who schedules meetings in an office? Generally, executives and upper management are the ones who call meetings and set their agendas. While it’s important for those in charge to get their directives across to other employees, meetings that come directly from above aren’t going to be very engaging for everyone else.

Instead, try planning some meetings from the ground up. Deciding on a direction or general topic for a meeting before asking for concerns or questions from your employees goes a long way toward keeping people engaged in meetings, and meeting engagement is one of the best ways to keep meetings short but meaningful. Even something simple like an anonymous Google poll can give attendees the freedom to make their voices heard.

3. Invite the Right People

We’ve all been there — sitting in a meeting and silently wondering why we’re even there in the first place. Every minute someone spends in a meeting they don’t belong in is a minute wasted, and it even has the potential to drag down the efficiency of the meeting itself.[2]

One way of figuring out who belongs in a meeting — and who doesn’t — is to go back to the meeting’s focus. With the topic of the meeting in mind, think about who either would directly benefit from hearing that topic discussed or would have something meaningful to add to the discussion.

Advertising

Meeting attendance goes both ways, however. If, while deciding on the makeup of your next meeting, you leave out someone who should’ve been there, a significant amount of time could be wasted trying to catch that person up.

Make sure to think a bit outside the box when it comes to who really belongs in a meeting. If your design team is meeting, for example, it would probably be best to have a product manager and software engineer sit in to make sure that everything discussed is in line with other teams’ goals, too. Trends seem to support this theory.[3] The right guest list for a meeting now could save several future meetings later.

4. Use Digital Tools Instead

Technology like video conferencing has made meetings easier than ever, regardless of where participants are or what they’re doing. The proliferation of technology has also produced a new wave of apps that make it increasingly possible to drastically cut down on the number of meetings in your office.

Communication platforms like Slack let you create separate channels for people to chat. For some of your meetings, consider creating a dedicated Slack channel for that topic instead of hosting an in-person meeting. Ask the relevant questions you want answered, or start a discussion. Watch as a digital meeting takes place without anyone needing to fully stop working.

Advertising

Other collaboration apps like Trello let everyone see exactly what everyone else is working on, eliminating the need for constant check-in meetings. If there’s a certain type of meeting you’re looking to cut down on, search for software that can transfer the function of that meeting to a digital space.

Bad meetings are eating away at company revenue the world over, so it’s important to do what you can to get your office’s meeting schedule under control. By thinking about meetings as assets for your business, you can make the most of one of corporate America’s favorite pastimes.

More About Productivity at Work

Featured photo credit: Maranda Vandergriff via unsplash.com

Reference

[1] Harvard Business Review: Stop the Meeting Madness
[2] Harvard Business Review: How Working Parents Can Get the Most Out of Calendar Apps
[3] Hotjar: CX trends for 2019

More by this author

John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

7 Ground Rules of Setting Goals (And Reaching Them) How to Master Your Management Skills and Build a Strong Team How to Complete Any Task in the Most Time Efficient Manner Deep Work: 9 Grounding Rules to Stay Focused How to Quit Social Media for a Happier and More Focused Life

Trending in Productivity

1 50 Motivational Quotes for Work to Inspire Success 2 How to Make a Positive Change for a Fulfilling Life 3 The Importance of Reminders (And How to Make a Reminder Work) 4 10 Practical Ways to Improve Time Management Skills 5 How to Master the Art of Prioritization

Read Next

Advertising
Advertising
Advertising

Last Updated on January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

          Advertising

          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                  More Inspiring Quotes

                  Featured photo credit: Kyle Glenn via unsplash.com

                  Read Next