How to Finish Your Meetings Punctually: Time Management Lessons from the Trail to the Meeting Room

One of the most common frustrations in the professional world is when meetings exceed their scheduled duration. For those with back-to-back meetings, this quickly spirals into a vicious cycle: meetings that end late cause the next ones to start late and consequently end late.

As a trail runner, I appreciate the value of time. In races, every second is crucial. This mindset has journeyed with me into my professional life, significantly influencing my approach to meetings.

A question people often ask me is, "How can we prevent meetings from running over time?" It's a pertinent question warranting careful thought. In response, I want to share some effective strategies for managing meeting time, strategies as straightforward as setting a pace in a trail run.

At SHERPANY , we used to have the motto "Get Time Back". Even though we've moved past this phrase, the sentiment echoes in our ethos. We realized the immense benefits of finishing meetings a little early. This practice allows participants to regroup before their subsequent commitments, providing much-needed moments for reflection, planning, and a well-deserved pause.

Here are five strategies to help your meetings end on time and, perhaps, a bit earlier:

1. Set Expectations 

Much like a trail runner who maps out the course ahead, meeting attendees should know the meeting's planned duration. Announcing this at the start establishes clear expectations, signifying that your meeting has a defined endpoint and stressing the importance of time management.

Actionable To-do: At the beginning of your next meeting, state its planned duration, fostering a time-conscious environment.

2. Allot Time to Agenda Items 

In a trial run, different segments demand varying times. Similarly, in meetings, each agenda item should have a specific, intentional timeframe. As you move to each item, reiterate the allocated time and check with the person leading the discussion if it seems adequate.

Actionable To-do: In your next meeting's agenda, assign specific time slots for each item. This tactic can help manage time effectively and improve your time estimates gradually.

3. Designate a Timekeeper

In a race, coaches keep track of time, providing runners with updates and pacing advice. Similarly, having a dedicated timekeeper in a meeting can help keep everyone on track. This person can provide timely updates, like when half the meeting's allocated time has passed or when there are just five minutes left for a decision.

Actionable To-do: Assign a timekeeper role in your next meeting. Consider rotating this responsibility among team members to ensure active engagement.

4. Eliminate the "Miscellaneous" Agenda Item

The "miscellaneous" or "open items" section in a meeting, while well-intentioned, often leads to meetings running over time. This unstructured segment can give way to drawn-out discussions. Instead, ask participants to submit their points before the meeting, preferably phrased as meaningful questions with any necessary materials.

Actionable To-do: For your next meeting, request participants submit their topics in advance, eliminating the "miscellaneous" agenda item. Also, at the end of each meeting, remind everyone to submit their topics for future meetings well in advance.

5. Avoid Back-to-Back Meetings

The best runners don't schedule back-to-back races due to the need for recovery. Similarly, we also need recovery time after meetings in the business world. Therefore, managing your calendar wisely is crucial to prevent the negative feedback cycle of meetings running late and causing subsequent meetings to start late.

Actionable To-do: Avoid scheduling and accepting back-to-back meetings. Try to have at least a 10-15 minute gap between meetings. When scheduling with others, consider their need for breaks between meetings. If you have to be in a meeting that directly precedes another, announce that you have a hard stop five minutes before the end at the start of the meeting.

Implementing these strategies in your meetings can help prevent them from running over time, making them more productive, focused, and enjoyable for all participants.

Let's approach our meetings with the same conscious intent we do in trail runs, where every step takes us closer to our destination in the best way possible.

If you want to accelerate your career and become a better meeting leader, join SHERPANY's Meeting Leader Certification today.