10 Time-Saving Tips for Streamlining Your Meetings

10 Time-Saving Tips for Streamlining Your Meetings

October 3, 2023

Meetings are an essential part of the workplace, but they can also be a major time suck. If you're looking for ways to streamline your meeting scheduling process and save valuable time, here are 10 tips:

Use a meeting scheduling tool

Outlook Calendar

A meeting scheduling tool can help you automate the process of scheduling and managing meetings. This can save you a lot of time and hassle, especially if you schedule a lot of meetings on a regular basis.

Meeting scheduling tools typically allow you to:

  • Set your availability: Let others know when you're available for meetings and allow them to schedule meetings with you directly.
  • Invite participants: Select the people you want to invite to a meeting and send them invitations with a link to join the meeting.
  • Choose a meeting time and date: Find a time and date that works for everyone and schedule the meeting.
  • Send meeting reminders: Send reminders to participants before the meeting so that they don't forget.
  • Track meeting attendance: Keep track of who attended and missed meetings.

Some popular meeting scheduling tools include:

Set clear meeting goals

Goals Checklist

Before you schedule a meeting, make sure you have clear goals for what you want to achieve. This will help you stay on track and avoid wasting time on unnecessary discussion.

When setting meeting goals, ask yourself the following questions:

  • What do I want to achieve by the end of the meeting?
  • What decisions need to be made?
  • What information needs to be shared?
  • What problems need to be solved?

Once you have a clear understanding of your meeting goals, you can start to develop an agenda and invite the right people to the meeting.

Invite the right people

Ongoing meeting

Only invite people who are essential to the meeting. The more people you have in a meeting, the longer it's likely to take.

When deciding who to invite to a meeting, consider the following factors:

  • Who needs to be involved in making decisions?
  • Who has the necessary expertise or information to contribute to the meeting?
  • Who will be affected by the outcome of the meeting?

If you're not sure who to invite to a meeting, it's better to err on the side of caution and invite fewer people. You can always invite more people later if needed.

Set a time limit


Set a time limit for the meeting and stick to it. This will help you stay focused and avoid getting sidetracked.

When setting a time limit for a meeting, consider the following factors:

  • The complexity of the topics to be discussed.
  • The number of people in the meeting.
  • The level of participation required from each person.

A good rule of thumb is to set a time limit of 30-60 minutes for most meetings. If you need more time, you can always schedule a follow-up meeting.

Create an agenda

Meeting Agenda

Create an agenda for the meeting and share it with the participants in advance. This will help everyone stay on track and ensure that all of the important topics are covered.

Your agenda should include the following items:

  • The meeting's purpose and goals
  • A list of topics to be discussed
  • The amount of time to be spent on each topic
  • The person responsible for leading the discussion on each topic

By sharing the agenda with participants in advance, they can come prepared to the meeting and contribute to the discussion.

Start and end on time

Businessman looking at his watch

Start and end the meeting on time. This shows respect for everyone's time and helps to keep the meeting on track.

If you need to start the meeting late or end it early, be sure to let the participants know as soon as possible. 

Encourage participation

Attendee participating

Encourage everyone to participate in the meeting. This will help to ensure that everyone's ideas are heard and that the meeting is productive.

Take notes

Taking notes

Take notes during the meeting and share them with the participants afterwards. This will help everyone to stay on the same page and to track the progress of the meeting.

Follow up

Focused team

After the meeting, send a follow-up email to the participants with a summary of the key takeaways and next steps. This will help to ensure that everyone is on the same page and that the meeting was productive.

By following these tips, you can streamline your meeting scheduling process and save valuable time. This will free you up to focus on other important tasks and help you to be more productive.

Bonus Tip: Use a meeting transcription tool

There are specialized software that can help you generate a transcript of your meetings. This can be a helpful resource for reviewing the meeting afterwards and for sharing key takeaways with others.

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