In the modern professional world, meetings are ubiquitous. Whether they’re weekly meetings, brainstorming sessions, or executive committee meetings, they’re supposed to foster collaboration, decision-making, and information sharing. Yet, too often, they’re perceived as a waste of time. According to several studies, employees spend an average of 6 to 12 hours per week in meetings, nearly half of which are considered unproductive. Why this paradox? And more importantly, how can we transform a meeting into a truly strategic tool?
The reason for a meeting
The first question to ask yourself before planning a meeting is simple: is it really necessary? A well-planned meeting allows you to:
- Share important information in a synchronized manner.
- Promote collective intelligence through the confrontation of ideas.
- Make decisions quickly with all stakeholders.
- Strengthen team cohesion and maintain human connections in an increasingly digitalized environment.
But these benefits are only achieved if the meeting is well prepared, structured and facilitated.
The main types of meetings
Understanding the different types of meetings allows you to better adapt their format:
- Information meeting : Submission or return of information, without immediate decision-making.
- Decision meeting : The objective is to decide on a given subject with elements already known.
- Creativity meeting : Brainstorming or ideation sessions where the framework is more flexible.
- Problem-solving meeting : Aims to diagnose a situation and propose concrete solutions.
- Follow-up meeting : Checking the progress of projects, identifying blockages.
Each type requires a different animation method, suitable time, and relevant participants.
Effectively prepare a meeting
Preparation is often overlooked, yet it is crucial to the success of the meeting. A good organizer must:
- Define a clear objective : “Decide on the Q3 communication budget” is more specific than “talk about marketing”.
- Develop a structured agenda : This should be shared with participants in advance.
- Inviting the right people : Too often, colleagues are invited “for security reasons,” which makes discussions more cumbersome.
- Plan for a suitable length : A 1-hour meeting can often be conducted effectively in 30 to 45 minutes.
Animation: a key role
The facilitator or person in charge of the meeting has a central role. He or she must:
- Start the meeting by reviewing the objectives and timing.
- Encourage active participation while maintaining the common thread.
- Ensure a balance in speaking time : avoid having some people monopolize the floor.
- Summarize exchanges regularly to avoid dispersion.
- Conclude with a clear summary of decisions, actions to be taken, and those responsible.
The use of visual tools (charts, projected supports, etc.) can help maintain attention and facilitate understanding.
Common mistakes to avoid
Many meetings fail due to some well-known pitfalls:
- Lack of a specific objective : We find ourselves discussing everything and nothing.
- Poorly chosen or too many participants : This hinders effectiveness.
- Too many digressions : Off-topic, chatter, or pointless debates.
- No follow-up : Without a report or action plan, the decisions remain a dead letter.
- Too frequent meetings : They end up diluting their impact.
Digital tools for meetings
The rise of remote working has transformed the way meetings are organized. Tools like Zoom , Microsoft Teams , and Google Meet have become essential. But they also bring new challenges: screen fatigue, attention span problems, and technical issues.
To get the most out of these tools, some best practices are essential:
- Limit the duration of videoconferences (ideally to 45 minutes).
- Use chat for side comments.
- Designate a facilitator to manage interactions.
- Plan moments for informal exchange , such as a short, friendly introduction.
Collaborative platforms like Miro , Notion or Trello also allow you to track decisions and work asynchronously in addition to meetings.
The report: a strategic tool
A meeting without a written record is often forgotten. The minutes or “meeting minutes” must:
- To be released promptly after the meeting .
- Contain a summary of points discussed , decisions made , and actions assigned with a responsible person and deadline .
- Be easily accessible , via a drive, an intranet, or a project management platform.
A good report is concise, clear, and actionable. It allows for real follow-up and avoids repeating the same discussions endlessly.
Towards a culture of useful meetings
Some companies have adopted radical approaches to ending acute meetingitis. Google, Amazon, and Netflix, for example, are highlighting:
- Meeting-free time slots to encourage focused work.
- Ultra-short formats : “stand-up meetings” lasting 10 to 15 minutes.
- Strict rules of punctuality and preparation.
- The pure and simple elimination of unnecessary meetings , with asynchronous decision-making via email or collaborative tools.
Establishing a culture of meaningful meetings means making everyone understand that collective time is valuable. Every meeting should be an investment, not a cost.
Conclusion
Meetings remain a powerful tool for coordination, communication, and decision-making. But they must be used wisely. Too often, they are poorly prepared, poorly facilitated, or held too frequently, and they lose their effectiveness and exhaust teams. By rethinking their format, emphasizing preparation and follow-up, and empowering participants, organizations can make meetings a real lever for collective performance.
