Meetings don’t have to be a waste of time. When they’re well-run, they boost productivity, encourage collaboration, and help everyone stay on the same page. But let’s be honest—most meetings could use some improvement. Whether they’re too long, unfocused, or just plain boring, a few simple tweaks can make a big difference. Here are ten ways to make business meetings better for everyone involved.
1. Use an AI Notetaker
Keeping track of key points, action items, and decisions can be tricky, especially in longer meetings. That’s where AI notetakers come in. Tools like Chorus Notetaker have been popular for a while, but plenty of alternatives are available now. Take some time to explore different options and find one that suits your needs. With an AI notetaker handling transcripts and summaries, everyone can stay engaged instead of scrambling to take notes.
2. Set Clear Objectives Beforehand
If there’s no clear purpose, a meeting can quickly become an unstructured mess. Before sending out invites, define what needs to be achieved. Is it a brainstorming session? A status update? A decision-making meeting? Whatever the goal, make sure it’s clearly communicated so everyone comes prepared. A simple agenda outlining key discussion points helps keep things focused and efficient.
3. Only Invite the Necessary People
Ever been stuck in a meeting that had absolutely nothing to do with your role? It’s frustrating and a waste of time. To avoid this, be selective with invites. Only include those who are directly involved in the discussion. If someone just needs to be informed of the outcome, send them a summary afterward instead of pulling them into the meeting unnecessarily.
4. Keep Meetings as Short as Possible
Meetings have a way of stretching longer than they need to. The longer they drag on, the harder it is to keep people engaged. Instead of defaulting to an hour-long slot, try setting a shorter timeframe—30 or even 15 minutes forces people to get to the point quicker. If a longer discussion is absolutely necessary, factor in breaks to keep energy levels up.
5. Encourage More Engagement (and Less Monologuing)
Nobody enjoys a meeting where one person talks endlessly while everyone else zones out. Encourage a more dynamic conversation by making space for different perspectives. Ask for input, invite quieter team members to contribute, and keep things interactive. If a topic requires long-winded explanations, consider sharing a document beforehand so the meeting itself can be used for discussion rather than just information dumping.
6. Use Technology to Make Remote Meetings Smoother
With so many people working remotely, video calls are now a big part of business meetings. But tech issues, poor audio, and awkward delays can kill productivity fast. A few small upgrades—like investing in a better microphone, using breakout rooms for smaller discussions, or enabling live captions—can make virtual meetings smoother and more inclusive. It’s also worth setting clear guidelines for muting when not speaking and keeping cameras on when possible to maintain engagement.
7. Ditch the Default PowerPoint Overload
Slides can be useful, but when every meeting turns into a never-ending deck of slides, people tune out. Instead of relying on PowerPoint for every single point, mix things up. Use visuals only when they add value, and prioritise conversation over presentation. Whiteboarding tools, quick demos, or even a well-structured verbal update can often be more effective than another bullet-point-heavy slideshow.
8. Make Time for Quick Wins and Action Items
Meetings often end without clear next steps, leaving everyone wondering what’s supposed to happen next. To avoid this, set aside a few minutes at the end to summarise key takeaways and action items. Who is responsible for what? What’s the deadline? Having clear follow-ups ensures discussions turn into results rather than just talk.
9. Respect Everyone’s Time (No Overrunning!)
Starting and finishing on time should be non-negotiable. If a meeting is scheduled for 10–11 AM, don’t let it drag on past that. It’s about respecting people’s time and avoiding schedule chaos. If discussions run long, consider scheduling a follow-up instead of making everyone sit through an extended session. Being strict about time limits forces more productive conversations and reduces unnecessary rambling.
10. Know When a Meeting Isn’t Necessary
Not every discussion needs a meeting. Some things can be handled via email, quick Slack messages, or a shared document instead. Before scheduling, ask yourself: Could this be resolved in another way? If the answer is yes, save everyone’s time by skipping the meeting altogether. Keeping meetings reserved for truly important discussions helps reduce meeting fatigue and frees up time for actual work.
Meetings That Work for Everyone
Great meetings don’t just happen—they’re designed. With the right structure, tools, and approach, you can turn meetings from frustrating time-sinks into valuable sessions that drive progress. By keeping them focused, engaging, and action-oriented, everyone benefits. The best meetings leave people feeling energised, not drained. So, start making small changes, and you’ll quickly notice the difference.
