Top Tips for Hosting Effective Meetings

How to make the most of where we spend much of our working time

Oct 18, 2024

Two months ago we partnered with Tommy Spaulding in a special multi-day retreat he held in Philadelphia. It was a fulfilling weekend, with new, rich relationships and delving deeper into our country’s founding. Beyond that, however, we were struck and inspired by Tommy’s hospitable leadership. From the moment we entered the hotel and were greeted with a hug and a gift, we felt welcomed and appreciated by him. He took time to introduce us individually and warmly to each participant, made sure we had non-alcoholic drinks that he served to us personally, and always spoke of us and each participant in the most complimentary of terms. He created a safe, intimate space where real relationships could grow and where real developmental work could happen. We have tried to bring this level of hosting, hospitality and generosity to each of our events, because we remember how it made us feel.

Based on a recent workshop we carried out for the U.S. International Development Finance Corporation on the topic of effective meetings, here are some principles and tips that may support you as you host meetings at work, at home or in your community.

First, some startling facts about meetings

From the articles “The Loneliness of the American Worker,” and “Dear Manager, You’re Holding Too Many Meetings.”

Meetings have tripled since 2020.
58% of adult Americans call themselves lonely.
Paradoxically, meetings can make people feel lonelier with 40% of people who spend more than half their time in meetings describing themselves as “very lonely.”
American workers have sacrificed connection for productivity.
70% of meetings keep employees from doing productive work.
Meeting frequency rose by 13.5% during the pandemic.
Zoom fatigue leads 92% of employees to consider meetings costly and unproductive.
Productivity increased 71% when meetings were reduced by 40%

Let’s see if you need to host a meeting at all!

First and foremost, every meeting needs a purpose and a desired outcome. It can be tedious, but write out the purpose and desired outcome of every meeting, and it will guide you. Beyond that, consider if a meeting is needed. The tables below may help!

What are some meeting alternatives?

It may be that an ad hoc conversation, email, phone call (gasp!), audio message, chat, or working on a shared document may be an excellent replacement for a meeting.