Stop Wasting Time: The Simple Shift That Makes Meetings Way More Productive

Let’s be honest, not all meetings are created equal. If your calendar is packed but your to-do list isn’t shrinking, it’s time to rethink how you meet. I help overwhelmed professionals reclaim their time by getting intentional about how they show up in both physical and virtual spaces and that includes meetings.

Because when done right, meetings fuel progress. When done wrong? They suck up your energy and leave you wondering where the day went.

Here’s how to run meetings that work for you, not against you.

Identify Your High-Value Work First

Before you even step into your next meeting, get clear on this: What work actually moves the needle for you or your team? You don’t need more Zooms. You need more time to act on the decisions after the meeting ends.

Use this quick filter:

• Does this meeting help accomplish a top goal?

• Am I a decision-maker or key contributor?

• Is there a clearer/faster way to communicate this?

If you answered “no” to most of those, you might not need that meeting at all.

Use the 80/20 Rule to Cut the Noise

Here’s a golden organizing principle that applies to time management, too: 80% of your results come from 20% of your effort. That means a few key actions are doing the heavy lifting. Meetings that don’t spark clarity, decisions, or progress? Probably not in your 20%.

Start trimming:

• Skip unnecessary status updates

• Batch low-priority check-ins

• Focus on outcomes, not just agendas

  
  

Try the 45-Minute Meeting Rule

Want to instantly level-up your team’s focus and energy? Stop scheduling hour-long meetings. Try 45 minutes instead.

Here’s why it works:

• ✅ You leave time to document next steps before jumping into the next thing

• ✅ You create natural breathing room in your schedule (a gift in any workday)

• ✅ You actually start and end on time, which builds trust and efficiency

Bonus tip: Use those 15 extra minutes to follow up while the conversation is still fresh.

Tackle the Top Time-Wasters

The biggest productivity killer in meetings? Waiting. Waiting for people to show up. Waiting for decisions. Waiting for next steps to get clarified.

Try this instead:

• Start on time, even if everyone isn’t there

• Assign a timekeeper so the convo stays focused

• Recap action items at the end and assign them before you log off

Meetings should leave people feeling clear, not more confused.

Create a Meeting Culture That Works

Want a calendar that supports your energy (instead of draining it)? Make these practices part of your team culture:

• Share an agenda before the meeting

• Set clear roles (facilitator, note-taker, etc.)

• End every meeting with “who’s doing what by when?”

It’s not about rigid rules. It’s about making your time together count.

Ready to Reclaim Your Calendar?

If your day is running you instead of the other way around, let’s change that. As a professional organizer and systems strategist, I help professionals like you create smart routines and structure, so you can focus on doing your best work, not just staying afloat.

📅 Book a 30-min complimentary session with me today and let’s make your time work for you.