Creatively and Effectively: The Art of Planning Meetings

One of the most frustrating issues managers face is attending endless meetings—especially when a short, constructive, and to-the-point conversation could solve the problem. That’s why business gurus offer a valuable piece of advice: "Look at your calendar and shorten the meeting." More specifically—if you have a one-hour meeting, cut it to 30 minutes, and if it's 30 minutes, reduce it to 15.

This advice works well in Western cultures, where the saying "time is money" is widely accepted. But how do you apply it in cultures where a more flexible approach to time is the norm? In many countries, including Poland, being late for meetings is not uncommon. The substantive part of the discussion often begins only after key participants have arrived—whether in a physical room or a virtual one. Sounds familiar?

So how can we solve this issue in a polite yet time-efficient way?

From my managerial experience, the most effective approach is to clearly define the purpose of the meeting so that all participants know exactly why they are gathering and what outcome is expected. This includes setting clear deadlines and assigning responsibilities.

When working under time pressure, having a specific agenda is crucial—so that everyone knows in advance which topics will be discussed. Avoid unprepared meetings—those without a clear plan tend to drag on and become ineffective. The better prepared the participants are, the faster and smoother the meeting will go.

Endless and overly long meetings are often a result of poor planning. If the agenda is overloaded with too many topics, and there are also speakers with a tendency for long-winded speeches, it’s unlikely that all points will be covered within the scheduled time. In such cases, a more efficient approach may be to suggest handling the remaining topics via email. This can be particularly useful when arguments can be communicated in writing, allowing decisions to be made asynchronously—especially when collective decisions are required.

It's also essential to summarize the key decisions made during the meeting and send them to all relevant parties. While this may not be the most creative solution, it is a rational one to start with. Additionally, after the meeting, it's worth giving participants the opportunity to share their feedback on its effectiveness.