Best Practices for Running Team Meetings in Project Management

I've carefully observed hundreds of team meetings across industries, and one pattern emerges with striking consistency: the level of frustration team members feel leaving a meeting directly correlates with how clearly everyone understood why they were there in the first place. In one organization I worked with, weekly team meetings had become so unfocused that people openly admitted to bringing other work to complete while "listening." The meeting culture had deteriorated to the point where even the leader dreaded convening the team. Sound familiar? What transformed this team wasn't elaborate techniques or technology—it was implementing what I now call the "Purpose-Process-Outcome" framework. Before every meeting, this framework asks three deceptively simple questions: PURPOSE: Why are we meeting? What specific need requires us to gather synchronously rather than handling this asynchronously? PROCESS: How will we use our time together? What structures and activities will best serve our purpose? OUTCOME: What tangible result will we have produced by the end of this meeting? How will we know our time was well spent? When we implemented this framework with that struggling team, the transformation was remarkable: Meetings shortened from 90 minutes to 45. Participation increased dramatically. Most importantly, team members reported feeling that their time was respected. What made the difference? Each person walked in knowing exactly why they were there and what their role was in creating a specific outcome. One team member told me: "I used to leave meetings feeling like we'd just wasted an hour talking in circles. Now I leave with clear action items and decisions we've made together." Another unexpected benefit emerged: the team began to question whether meetings were always the right solution. They discovered that about 30% of their previous meeting time could be handled more efficiently through other channels. The framework forces clarity that many leaders avoid. When you can't clearly articulate why you're gathering people, what you'll do together, and what you'll produce, it's a signal to pause and reconsider. I've found that when team leaders commit to this framework, they stop being meeting facilitators and become architects of meaningful collaboration. The shift is subtle but profound—from "running" meetings to designing experiences that accomplish specific goals. What's your best tip for making meetings more productive? Share your wisdom in the comments. P.S. If you’re interested in developing as a leader, try out one of my Skill Sessions for free: https://lnkd.in/d38mm4KQ

How to run 10x better meetings (and not waste anyone’s time) Most meetings are a waste of oxygen. They steal time. They drain energy. They achieve nothing. Yet people sit through them like prisoners serving a sentence. Here’s how to run meetings that don’t suck. 𝟭. 𝗡𝗼 𝗔𝗴𝗲𝗻𝗱𝗮? 𝗡𝗼 𝗠𝗲𝗲𝘁𝗶𝗻𝗴. A meeting without an agenda is organized procrastination. Before scheduling, ask yourself: ✅ What’s the goal? ✅ Who actually needs to be there? ✅ What decisions need to be made? If you can’t answer in two sentences or less, delete the invite. 𝟮. 𝗧𝗵𝗲 𝗧𝘄𝗼-𝗣𝗶𝘇𝘇𝗮 𝗥𝘂𝗹𝗲 Too many people in a meeting? You’re not having a discussion—you’re holding a town hall. Jeff Bezos’ rule: If two pizzas can’t feed your entire meeting, you have too many people. • Decision-makers stay. • Spectators read the notes later. Fewer people = faster decisions. 𝟯. 𝗗𝗲𝗮𝘁𝗵 𝘁𝗼 𝗦𝘁𝗮𝘁𝘂𝘀 𝗨𝗽𝗱𝗮𝘁𝗲 𝗠𝗲𝗲𝘁𝗶𝗻𝗴𝘀 No one needs to sit through an hour of: ❌ “Yeah, I’m still working on that.” ❌ “No blockers.” ❌ “I’ll have an update next time.” If a Slack message can replace your meeting, your meeting shouldn’t exist. 𝟰. 𝗚𝗲𝘁 𝘁𝗼 𝘁𝗵𝗲 𝗣𝗼𝗶𝗻𝘁, 𝗦𝗸𝗶𝗽 𝘁𝗵𝗲 𝗠𝗼𝗻𝗼𝗹𝗼𝗴𝘂𝗲 Most meetings start with 20 minutes of verbal meandering. Skip the warm-up act. ❌ “Let’s go around and share updates...” ✅ “Here’s the issue. Here are the options. Let’s decide.” Your team is here for solutions, not a podcast episode. 𝟱. 𝗡𝗼 𝗗𝗲𝗰𝗶𝘀𝗶𝗼𝗻𝘀? 𝗡𝗼 𝗣𝗼𝗶𝗻𝘁. If a meeting ends without clear action items, it was just a group therapy session. Before you leave, document: ✅ What was decided? ✅ Who owns what? ✅ When’s the deadline? If nothing was decided? That meeting was a failure. 𝟲. 𝗗𝗲𝗳𝗮𝘂𝗹𝘁 𝘁𝗼 𝗔𝘀𝘆𝗻𝗰 𝗙𝗶𝗿𝘀𝘁 Meetings should be the last resort, not the first. Before scheduling, ask, can this be solved with: ✅ A quick Loom video? ✅ A well-written Slack message? ✅ A shared Notion doc? If yes—kill the damn meeting. 𝟳. 𝗧𝗵𝗲 𝗠𝗲𝗿𝗰𝘆 𝗥𝘂𝗹𝗲 If you schedule 60 minutes and finish in 25, end the meeting. Dragging it out just to "fill the time" is corporate insanity. Time is more valuable than your ego. 𝗧𝗵𝗲 𝗕𝗼𝘁𝘁𝗼𝗺 𝗟𝗶𝗻𝗲 Most meetings are avoidable. Make them faster, sharper, and fewer. The best meeting is the one you never had to schedule. → How do you reduce time wasted in meetings?