How to run meetings that actually get things done

Executive overview

Most meetings waste time not because meetings are bad, but because they lack a clear desired outcome. The fix is simple: define what you want to achieve before the meeting, not just a topic or purpose.

Good meetings are real work — the problem is we've never been taught to run them properly.

Before: planning with intention

• Start with the desired outcome — what decision, alignment, or output do you need?
• Only then decide if a meeting is the right format; email, docs, or one-on-ones often suffice.
• Build an agenda around specific topics, activities (e.g. brainstorming), and time allocations.
• Add a 5-minute check-in at the start — gets voices in the room early, increases participation.

During: running the meeting

• Open by restating the desired outcome — people arrive distracted and need grounding.
• Use the agenda as an active tool, not a formality; assign a timekeeper if needed.
• When time runs short on a topic, explicitly decide: push the agenda or extend the discussion.
• Close with a wrap-up: state decisions clearly, assign next steps with owners.

After: closing the loop

• Confirm the decision out loud — never say "it sounds like we agreed"; state it explicitly.
• Measure the meeting against its desired outcome: did you achieve it?
• If not, diagnose why — missing person, missing information, or lost in tangents.

On meeting culture and FOMO

• Meeting FOMO drives over-invitation: people are added by default, not by need.
• Invitees rarely feel safe asking "why am I here?" — this needs to change.
• Lack of agenda and unclear roles make it impossible for participants to manage their own time.