Tip

Make time to prepare each meeting. It might feel like there is no time to prepare on a busy day but 15 minute preparation for a 45 minute meeting has a higher chance of a productive outcome than 0 minute preparation for a 60 minute meeting.

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Details

Effective meetings require thorough preparation. At a minimum, the purpose, agenda, participant list, and expectations for involvement should be clearly defined. Depending on the topic, meeting type, and group size, further preparations—such as tools for facilitating discussion, decision-making processes, and methods to encourage contributions—are essential for success.

The challenge in justifying the time spent on meeting preparation lies in the fact that the negative effects of poorly prepared meetings often aren’t immediately apparent. In organizations with mediocre meeting cultures, it’s easy to get by without preparation. When a meeting yields no results or the wrong participants attend, we simply schedule a follow-up meeting and repeat the cycle.

Bonus Tip:

Everyone has the same 168 hours each week. How we spend that time—whether on sleep, work, meals, or leisure—depends on our priorities. So, the next time you think, “I don’t have time to prepare for this meeting,” try reframing it to, “Something else is more important to me right now.” This shift in perspective helps you better reflect on your priorities and where preparation truly fits in.