Meetings are a regular part of organisational life, but too often they take up time without delivering much in return. In this session on building a stronger meeting culture, we explored practical tips to help teams run meetings that are clear, purposeful and productive.
Whether you lead meetings or simply attend them, the insights shared are worth a look.
Watch the full session here:
Key Issues with Meetings
- Common Problems
Many participants raised concerns about meetings being derailed by irrelevant discussions, lacking clear agendas, or covering matters that could have been resolved over email. These issues often result in a poor use of time and energy.
- Cultural Shift
With the rise of remote and hybrid work environments, meeting fatigue has become even more pronounced. Many employees feel overwhelmed by back-to-back virtual meetings, which can reduce both focus and morale.
- Case Study: Shopify’s Meeting Culture Transformation
In January 2023, Shopify introduced a bold change by deleting all recurring meetings with three or more attendees. This was driven by a tool they dubbed “chaos monkey.” The move freed up the equivalent of 150 full-time employees’ worth of hours. The outcomes were notable:
- A one-third reduction in meeting time
- A 25% increase in project delivery
Strategies for Effective Meetings
- Be Ruthless (Like a Ninja)
Be selective about which meetings you attend. If there’s no agenda, it’s worth questioning whether your time is best spent elsewhere. Ask yourself:- Is this meeting valuable to me?
- Can I delegate my attendance to someone more relevant?
- Could I just join for a specific part of the meeting?
- Preparation Matters
Aim to spend 40% of your effort preparing for the meeting, 20% during the session, and 40% on follow-up. Effective preparation includes:
- A clear purpose and structured agenda
- The right participants in the (virtual or physical) room
- A plan to manage tech and avoid distractions
- Experiment and Keep It Fresh
Consider mixing up your meeting formats. Short stand-up meetings or even walking catch-ups can help keep things energised and to the point. - Virtual Meeting Considerations
Not all meetings translate well to a virtual format. Check in on whether the level of engagement and productivity is where it needs to be, and adjust accordingly.
Conclusion
Organisations can reshape their meeting culture by making time spent in meetings more valuable, more productive and far less draining. The goal is to create space for meaningful collaboration and ensure every participant feels their time is respected.
If improving your meeting culture is a priority, our Fixing Meetings workshop. offers practical tools to help you take the next step. It’s designed to support you and your team in running meetings that are purposeful, productive — and surprisingly enjoyable.
