The Better Meetings Framework

Introduction

Meetings should be opportunities for collaboration, decision-making, and progress. Yet, many of us have experienced sessions that feel like an exercise in futility—discussions that meander, decisions that stall, and a loss of valuable time. Research even suggests unproductive meetings can cost organisations billions annually in lost productivity.

This guide introduces the Better Meetings Framework, a five-step approach to transforming meetings into productive and meaningful experiences. Whether you are leading a meeting or participating in one, applying these principles will help you reclaim time, engage your team, and drive better outcomes.

The Better Meetings Framework

1. Define the Desired Outcome

Before scheduling a meeting, it is essential to clarify its purpose. Imagine setting off on a road trip without a destination in mind—you’ll likely wander without purpose and waste time. Similarly, meetings without a defined goal often lead to unfocused conversations and no tangible results.

Why a Clear Outcome Matters

When the purpose is vague, the discussion can quickly become a catch-all session where critical decisions are delayed. Meetings held simply out of habit or routine risk becoming ineffective gatherings where participants leave without clarity about the next steps.

Without a clear objective, it’s challenging for attendees to understand why their presence is necessary, and engagement inevitably drops.

How to Define the Outcome

Spend a few moments before scheduling a meeting to ask yourself these questions:

• What is the primary goal of the meeting?

• Why is this meeting necessary at this time?

• What decisions or actions should result from our discussion?

Articulating the desired outcome in advance ensures that everyone comes prepared. In some cases, you may discover that an email or a brief conversation can achieve the same result without the formality of a meeting. If that’s the case, consider cancelling the meeting altogether.

2. Choose the Right Format

Not every conversation requires a formal meeting. Depending on your objectives, different formats can serve your needs more effectively.

Understanding the Meeting Format

The structure of a meeting should match its purpose. For example, a brainstorming session thrives on open dialogue and creative input, while a routine status update may be better suited to a brief, focused call or even an email update. Using the wrong format can stifle creativity or lead to unnecessary repetition, leaving participants frustrated.

Formats to Consider

Here are some common meeting formats, each with its own strengths:

• Routine Check-Ins: Ideal for brief progress updates and quick alignment among team members.

• Strategy Sessions: Designed for deep discussion and problem-solving that requires collective input.

• Training or Alignment Meetings: These are useful for sharing important information, teaching new concepts, or synchronising efforts across teams.

When determining the format, consider whether all participants need to be present or if some aspects of the conversation could be shared asynchronously. In many cases, replacing a meeting with a concise email or a short video can improve efficiency without sacrificing clarity.

3. Invite the Right People

The success of a meeting often hinges on the composition of its attendees. Inviting too many participants can lead to side conversations and a diluted focus, while too few can delay decision-making or overlook critical perspectives.

Striking the Right Balance

Effective meetings are those where every attendee has a clear role and purpose. Over-inviting people not only wastes their time but may also lead to a lack of engagement, as individuals who are not directly involved in the discussion might feel disconnected.

On the other hand, leaving out key stakeholders can result in essential viewpoints being missed, which might require additional meetings later on.

Best Practices for Inviting Participants

Before sending out an invitation, consider the following steps:

• Limit the Invite List: Include only those who are essential for achieving the meeting’s outcome.

• Clarify Roles: Specify whether each attendee is expected to make decisions, contribute ideas, or simply stay informed.

• Consider Alternatives: For some team members, a post-meeting summary might suffice instead of attending the session.

Ensuring every participant understands why they are invited sets the stage for a more engaged and productive discussion.

4. Set a Clear Agenda

A well-structured agenda is like a roadmap for your meeting. It outlines the topics for discussion, sets time limits for each item, and helps participants understand what is expected of them. A clear agenda prevents the conversation from wandering off course and ensures that every minute is used wisely.

The Role of an Agenda

Without an agenda, meetings can quickly become unproductive. When participants are unsure about the topics to be discussed, discussions may become disjointed, and time may be wasted on issues that are not critical.

A clear agenda not only guides the conversation but also helps set priorities and manage expectations.

Essential Elements of a Meeting Agenda

When preparing your agenda, be sure to include the following details:

• Meeting Title: A brief descriptor of the session’s purpose.

• Scheduled Date and Time: Clearly state when the meeting will take place and its duration.

• Location or Meeting Platform: Specify where the meeting will be held, whether in person or virtually.

• Attendee List: Outline who is expected to attend, along with their roles.

• Topics to be Covered: List each discussion point along with the allotted time. If multiple topics are on the agenda, indicate their priority to ensure critical issues are addressed first.

• Pre-Meeting Materials: Provide links or attachments that participants need to review beforehand.

By circulating the agenda at least 24 hours before the meeting, you give participants time to prepare and contribute more effectively to the discussion.

5. Prepare Attendees for Success

The effectiveness of a meeting is not solely dependent on the agenda or the format—it also depends on how well the attendees are prepared. When participants know what to expect and how to contribute, meetings become more dynamic and result in actionable outcomes.

Tailoring to Different Learning Styles

People absorb information in different ways. Some may benefit from visual aids, while others prefer written summaries or interactive discussions. Recognising these differences can help you present information more effectively and ensure that everyone is on the same page.

Practical Tips for Preparation

Here are some strategies to help attendees engage meaningfully:

• Be Time Aware: Respect the scheduled start and end times. Encourage punctuality and consider using gentle reminders as the meeting progresses.

• Encourage Active Engagement: Facilitate discussion by asking open-ended questions and inviting feedback. Make sure quieter team members have the opportunity to contribute by setting aside a specific moment for their input.

• Promote Note-Taking: Encourage everyone to jot down key points during the meeting. Sharing notes afterwards not only reinforces understanding but also provides a reference for follow-up actions.

• Focus on Listening: Active listening is crucial for a productive meeting. Minimise distractions, such as checking devices, and encourage participants to focus fully on the conversation.

• Adapt to Individual Needs: Consider sending a brief survey or asking for feedback on how people prefer to receive information. This can help tailor the meeting’s structure to accommodate different styles, ensuring that everyone is equipped to contribute.

By preparing attendees in these ways, you create an environment where everyone can participate effectively, leading to clearer discussions and more decisive outcomes.

Continuous Improvement

Even with the best planning, not every meeting will go perfectly. It is essential to review what worked well and what could be improved for future sessions. Continuous reflection and adjustment can lead to incremental improvements that significantly boost overall productivity.

The Value of Reflection

Taking time after each meeting to assess its effectiveness is key to long-term improvement. Reflecting on both the process and the results helps you identify recurring challenges and develop strategies to overcome them. This reflective practice should become an integral part of your meeting routine.

A Simple Reflection Process

At the end of each meeting, consider spending a few minutes with your team on a quick reflection. Ask questions such as:

• Did the meeting start and finish on time?

• Was the agenda followed, or did the discussion stray off course?

• How well did participants engage with the topics?

• Were all critical decisions made and documented?

• What could be done differently next time to improve the flow or clarity?

You might find it helpful to maintain a brief checklist or log for these reflections. Over time, trends may emerge that indicate where adjustments are needed. For example, if discussions consistently overrun the scheduled time, it may be necessary to tighten the agenda or allocate time more conservatively.

Encouraging Participant Feedback

Engaging participants in the reflection process can provide valuable insights. Consider distributing a short survey or asking for verbal feedback at the end of the meeting. Gathering diverse perspectives can reveal blind spots that you may have missed. Over time, this feedback will become a critical resource for continuously refining your meeting practices.

Making Every Meeting Count

Meetings should serve as a tool for progress, not a roadblock to productivity. By incorporating the Better Meetings Framework into your routine, you can transform routine sessions into strategic discussions that propel your team forward. Before scheduling your next meeting, ask yourself:

• Is this meeting necessary?

• What is the desired outcome?

• Who are the key participants needed?

• Is the agenda clear and concise?

• How can I ensure all participants are prepared to contribute effectively?

By embedding these principles into your organisation’s culture, you create an environment where every meeting is not just another item on the calendar but a valuable opportunity for progress and collaboration. Whether you’re leading a session or attending one, the Better Meetings Framework offers a practical guide to making every meeting count.

If you are looking to improve your organisation’s meeting culture further, consider reaching out for a consultation or additional training.