Nadir recently expressed frustration about the numerous meetings he’s required to attend at work, often leaving without any tangible results. Similarly, a friend of mine, Nisha, working at a different company, voiced the same concern. I asked both of them the same question: “Do your meetings have a well-defined agenda?” Their experiences reflect a common problem that many people face, including myself at times.
Meetings without a proper agenda tend to waste valuable time. And time, as we all know, is not just a precious resource; it is money, particularly for those who manage it as such. I often receive countless meeting requests, whether at work, through various associations I’m involved with, extracurricular activities, or even from friends and relatives. The number of these requests has increased significantly, primarily due to my active participation in social media networks such as Facebook, LinkedIn, and Instagram, as well as video conferencing platforms like Google Meet, Zoom, and Microsoft Teams. While the ways to hold meetings have evolved, the fundamental principles for conducting effective meetings are often neglected, leading to confusion and wasted time.
Having attended or conducted numerous meetings over the years, I can confidently say that what Nadir and Nisha face is not uncommon. It’s an issue across different industries and even casual meetups. The underlying reason for this is simple: most of these meetings lack a proper agenda. I always avoid attending meetings without a clear agenda unless there’s a compelling reason. It’s something I recommend to anyone looking to ensure productive outcomes from meetings. After all, requesting an agenda is not just your right—it’s a safeguard for your time.
A study by the Harvard Business Review (HBR) found that 71% of senior managers believe that meetings are inefficient and unproductive. Another report I read indicated that 47% of employees find meetings to be not only a waste of time but sometimes even counterproductive. Many people spend countless work hours in pointless meetings, often just to appear busy. This is alarming and represents a significant cost to organizations. You only need to glance at your work calendar to see the proof of this problem.
So, what is needed for an effective meeting? First, request or set a clear agenda, depending on whether you're attending or organising the meeting. Ensure that the agenda is shared well in advance with all participants, so everyone can prepare. Second, set a specific timeframe for the meeting. Open-ended meetings are rarely productive. Third, make sure only relevant team members are invited. This will ensure the right people are in the room and that the conversation stays focused. Personally, I find that smaller groups with well-informed contributors lead to the best results. Finally, document every decision or action item, assign responsibilities, and share minutes with all attendees after the meeting. This creates accountability and allows for follow-up.
While one cannot deny that meetings are necessary for discussing new initiatives, projects, updates, and other important matters, meetings without an agenda are a recipe for disaster. They waste time and can even demoralise team members. An agenda provides direction, clarity, focus, and helps manage time effectively. In my experience, meetings with a pre-shared agenda are always more productive.
The next time you’re invited to a meeting, don’t hesitate to ask for an agenda. Trust me, it will save you a lot of frustration. Until we meet again next week, stay positive and continue striving for success.
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