Meetings: Turning productivity killers into collaborative powerhouses

Author Jennifer Persike, president/founder of Jennifer Persike & Company, is an innovative strategist and visionary leader with more than 30 years of experience with California water and energy utilities, statewide associations, non-profits and corporations.

Does it feel like you spend most of your workday in meetings? Guess what: You do!

Time spent in meetings has grown significantly over the decades and spiked during and since COVID. Executives and managers now spend an average of 23 hours per week in meetings, a dramatic increase from less than 10 hours in 1960.

Excessive time spent in meetings, however, is just part of the problem. According to management expert and best-selling author Patrick Lencioni, “…meetings are a critical activity in the center of every organization.” Despite that, he also acknowledges, “…they are painful, frustratingly long and seemingly pointless.”

Why do meetings often fail to deliver value? There are many reasons: unclear purposes, vague agendas, poor timing and more. The consequences are equally dire: burnout, reduced satisfaction at work and even a loss of ROI and innovation.

So how do we turn the tide on meetings?

Transforming meetings: A blueprint for success

Start with the fundamental question: Do you need this meeting? Could information and request for decisions be delivered in a more direct, less time-intensive manner? If the answer is “no” … then meet.

Next, to create effective meetings, organizations must adopt strategic reforms. Consider the type of meeting needed. Most organizations don’t consider structure. They conduct only one kind of “regular meeting” or “meeting stew.” In fact, according to Lencioni, there are four types of meeting structures:

• Meeting #1: The Daily Check-In (5 Minutes) – Think “huddle.” A quick forum to update the team on time-critical information. It can eliminate ineffective email chains and ensure consistent information on critical matters.
• Meeting #2: The Weekly Tactical (45-90 minutes) – It should include a time allocation for each section. Each team member shares top priorities in the Lightning Round (2 minutes), followed by a Progress Review with reports on relevant critical information or metrics (5 minutes).
• Meeting #3 – The Monthly Strategic (2-4 hours) – While not urgent, this is the most important type of meeting. Team members can take a deeper dive into topics raised in the other forums and allow for more in-depth review, information sharing, collaboration and discussion. Teambuilding elements can be added.
• Meeting #4: The Off-Site Review / Retreat (1-2 days) – Effective off-sites allow leadership teams or departments to step away from regular business to reflect and vision around organizational and staff priorities. It also can be an excellent time for team building and collaborative exercises.
• Ad Hoc Meetings – As specific issues or needs arise; they can be separated from the other structured meetings to allow for focused engagement from the relevant team members.

No matter what type of meeting you are planning, setting clear goals and milestones ensures continuous progress, fosters collaboration, facilitates decision making, and creates connection by following these principles.

The “6 Ps” of productive meetings:

1. Purpose: Clarify the objective and confirm the necessity of the meeting.
2. Preparation: Ensure participants are well-prepared and punctual.
3. Process: Share agendas and materials in advance for a structured discussion.
4. Participation: Encourage active engagement from all attendees.
5. Post-Meeting: Document decisions and action items promptly and distribute.
6. Progress: Regularly review and track actionable steps.