We’ve all been there: you scheduled a meeting, hoping to get everyone on the same page for the latest project. But instead, you notice your team’s enthusiasm dip the moment they step into the room. Eyes glaze over, Some look drained before the meeting even starts, others are scrolling through their phones five minutes in, and by the end, everyone’s just waiting for the “Any questions?” cue to make a break for the door.
As a manager, you’re probably wondering: How did we get here?. It’s not that your team doesn’t care—far from it. The truth is, that employees often feel like meetings drag on, wander off-topic, or don’t achieve much. So, for many employees, meetings have become synonymous with time lost.
It’s not that your team isn’t engaged—they just need meetings that actually work for them, not against them. You, as a manager or leader, might even feel it too.
So, how can you run meetings that energize your team rather than drain them? Here are a few tips, with a nod to Robert’s Rules of Order—because sometimes a little structure is all you need to avoid meeting meltdowns.
1. Your Meeting Needs a Purpose – Not a ‘Because We Always Do This’ Attitude
How many meetings have you attended that felt like they had no real point? Your team can sense when a meeting is happening just because “that’s what we do every Monday.” It’s like throwing a party and forgetting why you’re celebrating.
Instead, before hitting “Send” on that calendar invite, ask yourself, Do we need this meeting? If you can’t clearly define the purpose in a sentence or two, it might be better off as a written communication. A well-organized productivity tool like Zigzag AI can help you track goals and conversations, so meetings only happen when they're truly necessary. Your team will silently thank you.
2. Short and Snappy > Long and Lethargic
There’s an unspoken law of meetings: the longer they are, the less effective they become. When your team hears a "one-hour meeting," their brains may already begin checking out around the 30-minute mark.
Try this: Limit your meetings to 30 minutes or less. It forces everyone to stay focused and concise. If the meeting has to be longer, break it up into specific sections so your team knows they’re not in for a marathon. Using a scheduling tool could be a lifesaver here, they remind you to stick to specific agendas and timeframes,
Just imagine your team’s excitement when they realize they’ll be done before their coffee gets cold!
3. Skip the Round-the-Table Updates – Let’s Keep it Moving!
While it seems polite to let everyone have their say, most round-the-table updates could be covered with a quick email. These sessions can drag out meetings and send everyone into daydream mode faster than you can say, “Let’s go around the room.”
Instead, focus on high-priority updates only. Ask yourself: Does this need to be shared with the entire team? If not, keep it moving. Less talking, more action
4. Robert’s Rules, but Chill: Structure Without the Stiffness
We all know structure is essential, but the minute it becomes too formal, people stop caring. Robert’s Rules of Order offer great ways to bring structure to meetings, but who says it has to feel like a courtroom drama?
Here’s how to make it work for you:
Set clear roles (e.g., who’s leading, who’s keeping time).
Stick to the agenda. No, wandering off into that new team-building idea—save it for later.
Limit discussions to key points, and gently reel people back in if they go off-topic. "We love the idea, John, but maybe let’s circle back to that after we tackle the main agenda."
5. Decisions Over Debates – Avoid the Black Hole of Discussion
You’ve seen it before: a meeting devolves into endless debate with no clear resolution. Suddenly, you’re 45 minutes in, and nobody’s any closer to making a decision. Employees want outcomes, not endless deliberation.
Wrap up discussions with action items or clear decisions. If a topic feels like it's going to take more time than you have, table it for a smaller, focused meeting later. No one will complain if the meeting ends early, trust me.
6. Wrap It Up: Get to Action Points Fast
Once the discussion is over, recap the decisions made and the next steps. Sounds simple, right? But you’d be amazed how many meetings end with everyone nodding in agreement… only to walk away confused about who’s doing what.
End every meeting by summarizing key takeaways. “Alright, so Steve’s handling the presentation, Sarah’s drafting the proposal, and we’ll all regroup next week.” Boom—clear action points, no confusion.
💡 Pro Tip: Try Zigzag AI's Meeting Assistant to streamline this process. The meeting assistant automatically takes notes, generates transcripts, and creates a summary with action items. The best part? You can directly assign tasks from meeting notes in the workspace, ensuring everyone knows exactly what they need to do.
Meetings don’t have to be a chore. With a few simple tweaks, you can keep your team engaged, productive, and—dare we say—maybe even looking forward to the next one. And if nothing else, they’ll appreciate that you value their time. A team that knows their time isn’t being wasted? That’s a team ready to deliver results.
For extra energy, sprinkle in some snacks or coffee during your next meeting. A happy, caffeinated team is a productive one. You’re welcome.
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