6 Tips to Optimize Meetings for High-Performing Teams

It might seem ironic, given the endless advice to limit meetings, but a well-run meeting can actually fuel the team optimization you've been striving for. Meetings done right can drive productivity and engagement—but this requires deliberate structure and active participation.

These tips aim to spark your team’s passion and involvement, motivating them to bring their best to the table. Part of achieving this comes down to how you structure meetings, and part of it means addressing unproductive behaviors directly. Yes, it may feel awkward, but people will adjust—and in the long run, it’ll be worth it.

Why Do Meetings Go Wrong?

Before diving into solutions, let’s look at common pitfalls that lead to unproductive meetings:

1. The Filibuster: The one who dominates, straying off-topic without allowing space for others to think or respond.

2. The Multi-tasker: “Sorry, it’s on my other screen, give me a second,” meaning, “I was actually doing something else.” This usually signals a lack of investment in the meeting.

3. The Silent Disagree: If no one voices dissent, either the conversation isn't pushing boundaries, or people are disengaged. Either way, it’s unproductive. Encourage discussion until genuine feedback surfaces.

Disengagement is often the result of poor meeting structure, which makes people feel their time isn’t respected. Here’s what managers can do to ensure meetings are a worthwhile investment:

1. Awkward Pauses Accelerate Participation

Ask an open-ended question, then stop talking. Embrace the discomfort and resist the urge to fill the silence. Silence can be an effective tool for fostering participation—it encourages others to speak up.

2. Structure, Structure, Structure

Nothing kills engagement like aimless chatter with no end in sight. For workshops or brainstorming sessions, design a structure that keeps one person from monopolizing the discussion. For decision-focused meetings, allow feedback first, then give time for a simple yes-or-no response. Making meetings as binary as possible prevents drift into vague discussions that don’t yield results.

3. Write. It. Down.

To curb rambling, open a document and share your screen. Start organizing notes with headings and subheadings, and include a section for next steps and owners. A shared document keeps everyone focused on actionable outcomes and helps turn ideas into plans.

4. Lead with the Desired Outcome

Begin with clarity: “Today, I want to accomplish [specific goal].” State why the meeting was called, what input you need, and who is expected to contribute. Check early if attendees are open to helping; if not, politely ask them to leave. It might sound direct, but it ensures only those fully engaged are present.

5. Keep the Focus on Short-Term Deliveries

“Long-term” talk can easily derail a meeting. Vision discussions are great—when relevant. But in most cases, they’re a tangent. Keep the focus on near-term goals to ensure actionable outcomes.

6. Stop the Side Conversations

If you have concerns, share them openly. Side conversations or backchannel messages create pockets of resistance and stifle transparent dialogue. Meetings should be open to challenge and differing opinions, fostering a healthy exchange that helps refine ideas.