Meetings are essential for teamwork, but without clear rules in a meeting, they can waste time. Many people feel some of them are too long or unproductive. This is why establishing rules is important. They help keep discussions on track and ensure every participant stays engaged.
This article will cover the best rules in a meeting. These rules will make your time more efficient and productive.
Many companies lose hours in unnecessary meetings. A study by Atlassian found that employees, on average, attend 62 gatherings a month, with half considered a waste of time. This translates to a staggering 31 hours per month in unproductive meetings. That’s nearly four full workdays wasted!
The problem? Too often, sessions lack structure. People go off-topic, discussions drag on, and decisions get delayed. Some meetings could have been emails, while others include too many participants who don’t need to be there. Without clear rules, some of them turn into a drain on time and energy.
1. Keeps Discussions Focused
When meetings are well-structured, everyone is clear on the objectives and agenda. Structure helps keep the conversation aligned with purpose. This focus is critical in preventing discussions from veering off-course into unrelated topics. Participants know exactly what to expect and what is expected of them. This reduces the likelihood of tangents or time-wasting side conversations.
2. Speeds Up Decision-Making
Clear, organised meetings with a structured agenda lead to faster decision-making. When there is a clear set of discussion points, participants are likelier to stay on topic and reach a consensus quickly. A structured agenda often includes timeframes for each item. This helps the group stay focused and move from one issue to the next without getting bogged down in lengthy debates.
3. Encourages Participation
A structured meeting provides a framework that actively encourages everyone to participate. When participants know the purpose and what will be discussed, they can prepare in advance. With clear expectations set for input, there is less chance for one or two individuals to dominate the conversation. Quieter members are more likely to speak up and share their insights.
4. Reduces Interruptions and Distractions
Without having rules in a meeting, conversations can easily become chaotic, with participants talking over each other or derailing the discussion. Rules, such as taking turns speaking or using a moderator to manage speaking order, help minimise interruptions. Furthermore, distractions (such as checking emails or using mobile phones) are less likely to occur when there are set boundaries for participation.
5. Saves Valuable Time
One of the greatest advantages of having a structured meeting is the ability to save time. These gatherings are far more efficient with a clear agenda, defined time limits for each topic, and rules for staying focused. When meetings are shorter and more impactful, employees have more time to focus on their core tasks, leading to better overall productivity.
When sessions follow simple but effective rules, they become more productive. Instead of wasting time, teams leave with clear takeaways and action steps.
6. Improves Ad-Hoc Meetings
While scheduled sessions typically have agendas, ad-hoc meetings can quickly become unfocused and inefficient. Setting basic rules, even for spontaneous discussions, ensures that these quick gatherings stay productive. Establishing a clear purpose, limiting participants, and setting a time constraint can prevent ad-hoc meetings from becoming time-wasting interruptions.
Every meeting, especially if you’re constantly having back-to-back meetings, should have a purpose. Without one, discussions can easily go off track, leading to confusion and wasted time. Before scheduling a session, ask yourself:
A written agenda is essential. It outlines the topics to cover and sets expectations for everyone involved. Share the agenda in advance so participants can prepare, gather relevant information, and come ready to contribute. This not only is more productive but also helps to keep short and focused.
Sessions should start and end on time. Sticking to a strict schedule and rules in a meeting helps avoid unnecessary delays and keeps everyone focused.
It’s easy for discussions to drag on, but keeping short is key. Most meetings should last between 30 to 45 minutes. This is enough time to cover important topics without losing people’s attention or wasting time.
If a topic requires more time, consider scheduling a follow-up. This way, everyone can stay engaged and productive without feeling overwhelmed.
When planning a meeting, invite only the people who really need to be there. Too many participants can slow things down, make focusing harder, and lead to longer discussions.
Smaller groups are more efficient and allow for faster decision-making. The right participants bring relevant knowledge and help keep the meeting on track. If someone doesn’t need to be involved, it’s better to leave them out and share the outcomes later. This way, the sessions stays productive and focused.
Send any important documents or information in advance. This allows attendees to prepare ahead of time and come ready to discuss the topics.
By sharing materials early, you can reduce wasted time. Attendees won’t have to spend time reading or figuring things out during the discussion, and they can focus on sharing ideas and making decisions. This simple rule in a meeting makes them more efficient and productive for everyone involved.
Begin the meeting exactly on time. Starting late can cause delays and set a bad tone.
It’s helpful to assign a leader. This person guides the discussion, keeps it focused, and ensures everyone has a chance to contribute. The leader also ensures the meeting stays on track and doesn’t go off-topic.
In larger or more complex sessions, appointing a moderator or facilitator can be invaluable. This person’s role is to ensure the conversation stays on track, manage time, and make sure all participants have the opportunity to speak. The facilitator can also step in if discussions become overly technical or off-topic, helping to clarify points and steer the group back toward the agenda.
One Speaker at a Time
Make sure only one person speaks at a time. Avoid talking over others, as it can confuse the conversation and prevent people from fully expressing their thoughts. Let each person finish their point before responding, ensuring everyone’s voice is heard.
Encourage Participation
It’s important to invite input from everyone. If some participants are quiet, ask them directly for their thoughts. This rule in a meeting helps create a more balanced discussion. Be mindful to avoid letting one person dominate the conversation. Everyone should have the chance to contribute.
Be Brief and Clear
Keep your points short and to the point. Avoid rambling or going off-topic. Clear and concise communication ensures that the session stays focused and doesn’t waste anyone’s time.
Use Active Listening
When someone is speaking, show you’re paying attention. Maintain eye contact and use nods or short responses like “I agree“ or “That’s a good point“ to show you’re engaged. Active listening helps build better conversations and shows respect for others’ contributions.
Stay on Topic
If the discussion starts to go off track, gently bring it back to the main topic. To refocus the conversation, remind everyone of the agenda and goals.
Manage Dominant Speakers
Ask others for input if someone talks too much or dominates the conversation. This ensures everyone has a chance to contribute and prevents the meeting from becoming one-sided.
Handle Conflicts Calmly
Disagreements can happen. When they do, staying calm and keeping the conversation professional is important. Focus on finding solutions rather than arguing. Encourage people to respect different opinions and work together to come to a decision that benefits everyone.
Background noise can be very distracting during virtual sessions. Always mute yourself when you’re not speaking to keep the remote or hybrid meeting clear and professional. This simple rule in a meeting helps avoid unnecessary noise and ensures everyone can hear the person talking without interruptions.
Using video during virtual meetings helps create better engagement. It makes feel more personal and keeps participants more focused. When everyone has their video on, it’s easier to read body language, stay connected, and make sure people are paying attention. If possible, encourage everyone to keep their cameras on.
Consider Time Zones When Scheduling Virtual Meetings
When scheduling virtual meetings, it’s crucial to consider the time zones of all participants, especially in remote teams with members in different regions. Use tools like Time Zone Converter or scheduling features in calendar apps to ensure that the time works for everyone. Consider rotating meeting times if participants are spread across multiple time zones to ensure fairness and avoid scheduling inconveniences for certain team members.
Use the ‘hand raise‘ feature – when you want to speak, use the hand raise option in your meeting software. This helps prevent people from talking over each other and keeps the conversation organised.
Avoid multitasking – stay focused. Avoid checking emails, scrolling through social media, or doing other tasks. Multitasking distracts you and can make you miss important points.
Keep virtual backgrounds professional – if you’re using a virtual background, ensure it’s appropriate for the workplace. Choose neutral or professional images that don’t distract from the discussion.
Consider using collaborative tools like Miro, Google Docs, or Padlet for brainstorming, live note-taking, and sharing ideas during meetings, especially virtual ones. One rule in a meeting is to keep everyone actively involved, and these tools allow participants to contribute in real-time, making it more interactive and engaging. For example, Google Docs can be used to take notes collectively so everyone can see and contribute to the summary as it evolves. Collaborative tools can increase engagement and capture important points without needing post-meeting recaps.
Implement Meeting-Free Zones for Deep Work
In a busy workplace, meetings can easily disrupt deep, focused work. To prevent the fatigue and encourage productivity, consider implementing a meeting-free zone or meeting-free time blocks during the workday. For example, setting aside certain hours or even a whole day each week where no meetings are allowed can give employees the time and space they need for focused work. This also helps ensure that discussions are productive and purposeful when they occur.
Summarise Key Takeaways
Before you finish the meeting, take a moment to go over the key points. Summarise the decisions made and any tasks assigned. This ensures everyone knows what’s been discussed and what to do next. A quick recap helps avoid confusion later.
Assign Responsibilities
Make sure that every action item has a clear owner. Assign tasks to specific people and set deadlines for completion. This ensures accountability and helps everyone stay on track.
Allow Brief Final Comments
Before closing the meeting, allow everyone to ask any last-minute questions or share brief comments. This ensures nothing important is left out and allows participants to clarify any confusion.
Confirm Next Steps
If there’s a need for a follow-up meeting, schedule it right away. Confirm the next steps, including any deadlines or tasks, so everyone knows what to expect after it ends. This helps keep the momentum going and ensures that everyone stays aligned.
After the session, send a summary email to all participants. One important rule in a meeting is to ensure clear communication after the discussion. This email should include:
Sending these notes helps everyone stay on track and ensures nothing important is forgotten.
Make sure team members are completing their assigned tasks. Use task management tools like Asana, Trello, or Monday.com to keep track of progress. These tools help you stay organised and ensure deadlines are met, making it easier to follow up on tasks.
After the meeting, ask participants for feedback on how it went. You can ask questions like:
Getting feedback helps you identify areas for improvement and make future sessions more effective and productive.
An effective meeting isn’t just about structure and participation—it also depends on having the right space. A well-organised meeting room booking system ensures teams access the right environment, preventing scheduling conflicts and unnecessary delays.
Not all sessions require the same space. When setting rules in a meeting, it’s important to choose the right environment to support productivity. Consider these factors when selecting the room:
To avoid scheduling conflicts and last-minute scrambling, use meeting room booking software. These platforms help teams:
To maintain order and prevent misuse of shared spaces, set guidelines such as:
By implementing a structured conference hall booking system and process, teams can improve efficiency, reduce disruptions, and ensure that everything run smoothly.
Meetings are crucial to teamwork, but their effectiveness hinges on clear rules in a meeting and structure. By implementing best practices like defining a purpose, setting time limits, and ensuring active participation, you can turn discussions from time-wasting events into productive discussions. Following up ensures that tasks are completed and decisions are implemented. With these strategies in place, your meetings will become valuable tools for driving results, fostering collaboration, and improving productivity across your team.
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