How to Create Successful Meetings
by Fred Nyangaresi, Analytics Manager at JobsOhio, and Dr. Nicol Nicola, Director of the Division of the Economic & Demographic Research at NJDOL
We decided to write this article after sitting through countless meetings that left us with a negative impression, whether due to poor structure, lack of clarity, or wasted time. Fred posed the key question that inspired this piece: “What did you dislike about a meeting?”
Interestingly, we framed the question negatively because humans tend to have a negativity bias (Rozin & Royzman, 2001). People are often quicker to recall what frustrated them than what they enjoyed. But by identifying the negatives, we can build strategies to avoid them.
Here are four strategies that can make meetings more successful:
- Clear Agenda: A successful meeting starts with a well-defined agenda. Stating clearly what will be discussed and why helps attract the right people to the table. If you are asked to attend a mandatory meeting, clarify your role beforehand so you understand how to contribute. For optional meetings, think of them as an opportunity to learn more about your organization and build connections.
- Respect the Meeting Clock: A meeting should rarely exceed an hour. If it must, then breaks should be included so participants can return refreshed. Everyone has experienced a three-hour meeting that seemed to fly by and a one-hour meeting that felt like three hours. As Fred points out, the length of a meeting as a measure of effectiveness follows the law of diminishing returns. Well-timed breaks help sustain focus and engagement.
- Skilled Facilitation: There is a reason the voice-over industry is valued at more than four billion dollars (Market.us). Like voice-over artists, meeting facilitators need exceptional communication skills. When combined with strong people skills, these abilities can reduce tension, encourage participation, and make discussions meaningful.
Consider Dr. Martin Luther King Jr.’s “I Have a Dream” speech. Many can recite it, but only King could deliver it with such power that his voice echoes in our minds even today. The life and energy he poured into those words ensured they endure. The good news is that communication and facilitation skills, while rare, can be learned and strengthened.
- Frame the Discussion from the Outset: In Dr. Nicola’s team, we operate on three pillars: intellectual curiosity, intellectual friction, and collective intelligence. Our approach is like a graduate program, where members can work independently but also come together to collaborate, challenge ideas, and share perspectives. Framing discussions in this way ensure meetings balance autonomy with collaboration, resulting in more thoughtful and productive outcomes.
Bottom Line
Meetings are an inescapable part of modern work. Some will be long, some short. Some will be enjoyable, others less so. These strategies can help make meetings more efficient and enjoyable. Relevance, respect for time, and skilled facilitation are not extras; they are fundamentals. Getting them right can transform meetings into powerful tools for collaboration, connection, and progress.