Time spent in meetings can sometimes feel wasted if it is not managed well. Fortunately, there are several strategies that help ensure meetings run efficiently and effectively. Creating clear time references in the agenda, assigning a timekeeper, and minimizing disturbances all go a long way toward keeping meetings on track. Because so much time is spent in meetings, it is important to use that time wisely. Effective time management is a skill, not simply a matter of manners or etiquette. The following tips and tricks can help teams manage meeting time more effectively and productively.
Start and End on Time
Starting a meeting promptly helps ensure it does not run longer than necessary. Let attendees know in advance that the meeting will begin exactly at the scheduled time to set clear expectations. When participants see that meetings start on time, they are more likely to arrive prepared and punctual.
To end on time, begin wrapping up discussion items about ten minutes before the scheduled conclusion. This buffer allows space for final comments, clarifications, or next steps without extending the meeting unnecessarily.
When meetings start late, they send the message that time is flexible rather than valued. Late starts also penalize attendees who arrived on time by forcing them to wait, which can lead to frustration and disengagement over time.
Create Agendas With Time References
Agendas that include time references help participants understand how long to spend on each topic. These references may be specific, such as listing a start time for each item, or general, such as assigning a set number of minutes per discussion. In many cases, allowing slightly more time than anticipated helps prevent conversations from running over and disrupting the rest of the agenda.
Equally important is preparing and distributing the agenda in advance. Sharing the agenda ahead of time gives attendees an opportunity to review materials, prepare their thoughts, and arrive ready to contribute. Well-prepared participants lead to more focused discussions and better use of meeting time.
Define the Timekeeper’s Duties
Some meetings benefit from assigning a designated timekeeper. The timekeeper’s role is to alert the meeting manager when it is time to move on to the next agenda item. However, keeping the meeting on schedule is not solely the timekeeper’s responsibility. The meeting manager should also remain aware of the time and guide discussions accordingly.
Before the meeting begins, the meeting manager and timekeeper should coordinate so they understand how time cues will be communicated. Clear expectations help ensure that time reminders feel supportive rather than disruptive.
Minimize Meeting Disturbances
Interruptions can quickly derail a meeting and waste valuable time. Common disturbances include ringing phones, unexpected visitors, or announcements over intercom systems. To reduce these disruptions, consider placing “Do Not Disturb” signs on meeting room doors, silencing electronic devices, and encouraging attendees to use “Do Not Disturb” settings during the meeting.
Virtual meetings present their own set of challenges. To minimize distractions, participants can turn off or minimize chat functions, silence notifications, and close unrelated applications. These small adjustments help maintain focus and keep discussions on track.
Encourage Concise Communication
Meetings often run long because participants take more time than necessary to make their points. Overly detailed or unfocused explanations can also lead to confusion and off-topic discussions. Encourage attendees to communicate concisely and prepare key points in advance.
Setting clear time limits for discussion encourages participants to be more focused and intentional with their contributions. Concise communication not only shortens meetings but also improves clarity, decision-making, and overall productivity.
In Conclusion
Effective time management is essential for making meetings productive rather than draining. By starting and ending meetings on time, creating and sharing agendas with clear time references, assigning a timekeeper, minimizing distractions, and encouraging concise communication, organizations can keep meetings focused and efficient. When these practices are consistently applied, meetings become valuable opportunities for collaboration instead of time-consuming obligations.
Meeting Time Management Checklist
The following checklist can help meeting organizers and participants stay focused, efficient, and respectful of everyone’s time.
Before the Meeting
- Define the purpose and desired outcome of the meeting
- Determine whether a meeting is necessary or if the topic can be handled via email or another format
- Create an agenda with clearly defined topics and time references
- Assign roles such as meeting manager, timekeeper, and note-taker if needed
- Distribute the agenda and any supporting materials in advance
- Confirm the meeting location or virtual platform and test technology ahead of time
During the Meeting
- Start the meeting on time, even if all participants have not arrived
- Review the agenda and time expectations at the beginning
- Stick to the allotted time for each agenda item
- Use the timekeeper’s cues to move discussions forward
- Minimize interruptions by silencing devices and limiting distractions
- Encourage concise, focused contributions from all participants
- Capture key decisions, action items, and next steps as they occur
After the Meeting
- End the meeting on time
- Summarize decisions and assigned action items before closing
- Share meeting notes or minutes promptly with all relevant stakeholders
- Follow up on action items and deadlines discussed during the meeting
- Reflect on what worked well and what could be improved for future meetings
References
Isip, R. (2023, November 11). How to effectively manage time in a meeting. The Order Expert®. https://www.theorderexpert.com/time-management-tip-how-to-effectively-manage-time-in-a-meeting/
Tavepholjalern, M. (2024, February 16). The key to efficient meetings: Strategies for time management. Cal.com. https://cal.com/blog/the-key-to-efficient-meetings-strategies-for-time-management