🤔 What is it?
Having spent up to 80% of my day in meetings, I discovered a tool that saved me a ton of time and made meetings more valuable for everyone involved.
The best part? It can also improve your company’s professional image and efficiency, both internally and with external partners.
With a well-defined meeting strategy, your meetings can become more effective and your schedule more manageable.
Creating a strategy for meetings
In my C-level and founder roles, I've seen firsthand how a poor meeting strategy can lead to confusion and stress.
While the specific needs vary by company, spending more than 80% of your time in meetings is simply not scalable.
This often results in poor execution of daily tasks and increased stress.
By implementing a solid meeting strategy, you can reduce your meeting time from 80% to 20-40%, all while maintaining valuable interactions with external partners.
Don’t mistake meetings for progress.
If an employee (in a non-outbound sales role) thinks that attending meetings is a key performance indicator (KPI), they're mistaken. It's your job, as a manager or team member, to help them understand what their actual KPIs are—both in terms of meetings and their broader role.
Ask yourself: would you prefer a colleague to say they're doing great because they had 10 meetings with 10 accounts? Or would you rather hear that they identified 1 key area of improvement for each of those 10 accounts based on those meetings?
The second option shows they truly understand their role and are making a meaningful contribution to the company. The first? Not so much.
Hint: The second approach is the only scalable one.
Complexity score (and why)
Score: 2/10
This tool is fairly easy to implement but requires some internal and possibly external communication. If your company is used to long, unstructured meetings, shifting to strict 45-minute meetings might face resistance.
Here’s how to handle it 👇
Communicate Clearly
If your team has access to this post, they will understand the changes. If not, explain why you’re implementing the new strategy. Emphasize:
1️⃣ You value everyone’s time and aim to improve effectiveness and mental health.
2️⃣ You want to professionalize the company and enhance perceptions with external partners.
3️⃣ You’re setting a new standard to help everyone regain time.
Follow these 3-steps when implementing
Create a best-practice
How long is a meeting? What is the maximum amount of people? Is there an agenda? (there should be)
Communicate changes
Inform everyone involved so you don’t all of a sudden go from a loose meeting structure with 3-hour long marathon meetings with no agenda to a strict 25-minute setup.
Monitor and adjust
Regularly review the effectiveness of your meetings and make adjustments as needed.
Use a meeting template
Have you ever finished a meeting and thought “what did we actually achieve from this and what was it about?”. Well, no more 👉 Write me on LinkedIn and I’ll send you my template
Remember, it’s all about making the most of your time and keeping meetings purposeful.
How do you structure your meetings? Hit me up in the comments! :)
Talk to you soon 👋
Casper
I built these startups to help you:
The Effectivity Playbook: My toolbox with the 20 most popular effectivity tools (incl. implementation guides)
First Book ai: Write your first book in days, not years, with our AI platform (used by +300 authors)
Effectivity coaching: Helping business leaders and teams reclaim 50% of their time in just 30 days
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Want my complete meeting implementation strategy?
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