How to Fix Meetings

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Graham Allcott is an entrepreneur and speaker, as well as the founder of Think Productive – a company that’s helped improve productivity and wellness within organizations like Heineken and eBay. Allcott is also the host of the business podcast Beyond Busy, and the author of several books, including the bestseller How to be a Productivity Ninja.

Gavin’s approach to organizing a team meeting highlights a common mistake: focusing solely on the meeting itself while neglecting the preparation and follow-up phases. The 40-20-40 Continuum emphasizes allocating 40% of effort before the meeting, 20% during, and 40% after to ensure productivity. At the core of preparation lies a clear purpose, which defines objectives, identifies participants, and sets expectations. This purpose should guide the agenda, which must be detailed and shared in advance. During the meeting, fostering alignment, managing dynamics like dominant participants, and incorporating pauses are key to maintaining balance and focus. Drawing from the yin-yang philosophy, effective meetings require a harmony of receptive (yin) and action-driven (yang) energies. However, without proper follow-up—such as assigning clear tasks and responsibilities or organizing focused sessions like Power Hour—meetings lose their impact. Additionally, selecting the right participants and assigning roles like chairperson, timekeeper, and note-taker ensures efficiency. Establishing procedures, such as limiting smartphone use and addressing technical issues in virtual settings, further supports smooth operations. By integrating these practices, meetings can transform from chaotic or unproductive to meaningful and results-oriented.

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