Make Meetings Matter: Simple Shifts for Better Collaboration
Meetings are a staple of modern working life, but they don’t always feel meaningful. They can for many often feel like a drain on time, energy and focus. More and more research is coming out showing that poorly managed meetings are the bane of many desk-based workers’ lives. In 2023 Microsoft published researched based on a survey of 31,000 workers globally which showed that inefficient meetings were identified as the number one workplace distraction hurting productivity.
My Make Meetings Matter webinar was created to help teams rethink how they show up, communicate and collaborate in meetings. Whether virtual, hybrid or in-person, small tweaks can make a big difference.
Here are some of the key takeaways from the session. You can start to use these ideas today to make your meetings more intentional, inclusive and energising. And share these insights with colleagues to ensure everyone is one the same page!
1. Be clear on the why
Before you send that invite, ask yourself: Do we need a meeting for this? Sometimes a quick Teams message or phone call is better. If a meeting is the right call, set a clear agenda and share it in advance. It helps people prepare, stay focused and know what’s expected.
2. Rethink the format
Not every meeting needs to be a sit-down. Walking meetings can be a great way to stretch your legs, boost creativity and reduce screen fatigue. Just make sure it’s appropriate for the topic and attendees. Avoid scheduling meetings over lunch as people need time to recharge. And always be mindful of time zones and cultural differences, especially in global teams. Respecting others’ working rhythms builds trust and inclusion.
3. Be thoughtful about who’s there
Too many people in a meeting can dilute focus and engagement. Be intentional about who’s invited and assign roles such as note taker, facilitator, timekeeper. This was everyone knows their purpose and its easier to keep things on track and avoid the dreaded “meeting about the meeting.”
4. Use tech to your advantage
There are brilliant tools out there to increase engagement such as polls, breakout rooms and shared whiteboards. Use them! And don’t forget to consider individual preferences. Some people thrive in group discussions while others prefer written input. Make space for both.
5. Show up fully
Being present is powerful but not always easy. Turn off your self-view if it’s distracting and use active speaker mode to stay focused. Manage your personal digital distractions on your phone and personal email and resist the urge to try and multitask – it’s a myth. Working offline on email can help you process information without the constant ping of incoming messages.
If you’re struggling to be fully present, talk to your manager. It’s okay to say, “I want to contribute more meaningfully. Can we look at how meetings are working for me?”
6. Let AI help (but don’t let it take over)
AI tools can help summarise meetings, track actions and even suggest talking points. But ask yourself: Is AI making me a better attendee or just a passive one? Use it to support your engagement, not replace it.
7. Consider a healthy meeting policy
Take some time to put together a wish list of how all meetings should be at work and share this with everyone. Show colleagues that ensuring time spent together is meaningful and productive is good for everyone. Time is precious – there’s no point sitting in a meeting that you don’t need to be in.
Meetings don’t have to be a necessary evil. With a few mindful tweaks, they can become energising spaces for connection, collaboration and clarity. Let’s make them matter.