Stay on target: Top tips for running efficient meetings

Meetings: the necessary evil of modern office life. Let’s be honest—nothing sparks joy quite like a “meeting cancelled” notification. But while meetings can feel like a waste of time, with the right structure, they can be purposeful, productive, and efficient.

Here’s how Jason Serrano, Stellarmann associate and Project Manager extraordinaire, earned the title “King of Time Back” by running meetings that attendees appreciate:

1. Ask the big question: is this meeting necessary?

Before you hit “Schedule,” pause. Could this meeting be an email? A Teams chat? A quick call? Meetings are precious blocks of time, so only schedule one if there’s a clear purpose. If you can’t articulate the “why,” rethink it.

2. Set a clear agenda

Every meeting needs a strong agenda—period. This isn’t just a checklist; it’s your guide to staying on track and achieving your goals. Share it in advance, along with any necessary prep work. Bonus tip: include time slots for each topic to avoid meandering discussions.

3. Include a blurb in the invite

A meeting invite without context is like showing up to a party with no idea who’s hosting or why you’re there. Always include a brief description of the meeting’s purpose, its objectives, and any background information. This is especially important if attendees are new, covering for someone, or unfamiliar with the project.

4. Embrace pre-reading

If your meeting requires preparation, make it clear in the invite. Include pre-reading materials and set expectations. A little humour goes a long way: “No pre-reading? No time back!” People are more likely to prep when they know it impacts their schedule.

5. Be ruthless about time

Time is a gift, and your goal as a meeting host should be to give some of it back. If you don’t need the full hour, end early. Nothing delights attendees more than seeing “10:47” on the clock and realising they’ve got 13 minutes of freedom.

6. Take notes in real time

Efficient meetings don’t leave people wondering, What did we just agree on? Assign someone to take minutes and capture key decisions, actions, and follow-ups during the meeting. This ensures clarity and saves you from the dreaded post-meeting confusion. 

7. Define roles and responsibilities

Not every attendee is there for the same reason. Clarify roles: who’s contributing, who’s approving, and who’s just there to listen. This avoids a free-for-all where everyone chimes in unnecessarily.

8. Respect the time box

Stick to your agenda and honour the scheduled time. If discussions go off-topic or run long, “park” them for later. Ending on time—or early—shows you value everyone’s schedule.

The takeaway

Efficient meetings start with purpose, preparation, and respect for time. With a strong agenda, clear communication, and a focus on outcomes, you can turn dreaded meetings into valuable tools for collaboration. And maybe—just maybe—you’ll earn the reputation of “Time Back Royalty” yourself.