It's OK to End Early: Meetings That Respect Everyone's Time

We’ve all been there: sitting in a meeting that seems to drag on, where the conversation has strayed far from the agenda. As I look at my watch for the umpteenth time, I can’t help but think, “This meeting could have been an email.” Meetings often take away valuable time needed to actually do our jobs, making effective management even more crucial. 

With the rise of remote and virtual teams, effective meeting management is more important than ever. In this article, we will explore how we can manage our meetings better; so they’re shorter, more focused, and more productive.

Start Strong with a Clear Agenda

One of my favorite ways to ensure that meetings stay on track is to have a clear agenda. Before the meeting, I take a moment to outline the objectives and topics we need to cover. Sharing this agenda in advance gives everyone a chance to prepare, and it sets expectations right from the start.

When I lead meetings, I often allocate specific time slots for each topic and have even assigned a timekeeper to help us stay on track. Trust me, having this structure can make a world of difference. It’s easier to avoid going off on tangents when everyone knows what we’re supposed to be discussing.

Start and End on Time

I’ve made it a personal policy to start meetings on time, even if some attendees are late. It sends a message that everyone’s time is valuable, and it encourages punctuality. Plus, it feels good to dive into the agenda without waiting around. I am quick to say “I want to be respectful of everyone’s time so let’s get started.”

And let’s not forget about ending on time. I can’t tell you how many times I’ve sat in a meeting that ran over, leaving me feeling drained and irritated. I remember early in my career when we finished our agenda items well ahead of schedule. I decided to end the meeting early, which allowed my team and me to dive back into our projects. They expressed their appreciation for the extra time to work, reinforcing my belief that ending early can have a positive impact on productivity.

Keeping Discussions on Track

Of course, off-topic discussions are bound to happen. When they do, I’ve learned to handle them gracefully by acknowledging the points being made but gently redirecting the conversation back to the agenda. A simple, “That’s a great point! Let’s save that for our next meeting or a separate discussion,” can maintain focus without shutting down valuable contributions.

To manage longer conversations that run off track, I use the "parking lot" method. This involves jotting down off-topic ideas and suggesting we revisit them later. By doing this, we acknowledge the points without letting them derail our meeting, ensuring we stay focused on the agenda.

When sidebar conversations are needed, take those discussions offline after the meeting. Do not hold the entire group hostage. Remember, meetings often take away valuable time needed to actually do the job, so let’s keep them focused and efficient.

When to Conclude Early

As the facilitator, it’s essential to read the room.  If I notice that participants are disengaged or if we’ve hit a natural stopping point, I don’t hesitate to conclude the meeting early. It’s OK to say, “We’ve addressed all our agenda items, and I appreciate everyone’s time. Let’s adjourn.” Ending early isn’t a sign of weakness; it’s a demonstration of efficient time management. I have never had anyone complain about me giving them time back.

When working with a new team, I find that soliciting feedback is crucial. I typically ask questions like, 'What did you think about the format of  the meeting?' and 'Is there anything we could do differently next time?' This helps create an open dialogue and empowers everyone to share their thoughts.

Additionally, it's perfectly fine to cancel a meeting when it’s not needed. We shouldn’t feel obligated to hold meetings just for the sake of having them. If there’s no pressing issue to discuss, let’s skip it and save everyone the time. 

Wrapping Up

With remote and virtual teams becoming the norm, the importance of effective meeting management is greater than before. Virtual meetings can easily become unfocused and lengthy, leading to disengagement. By adopting these best practices, we can enhance productivity and maintain the team’s morale.

Let’s commit to implementing these best practices to ensure our meetings are not just a formality but a valuable use of our time. By focusing on efficiency and respect for one another's schedules, we can significantly enhance our productivity and team morale.

So next time you find yourself in a meeting, remember it’s OK to end early. Let’s make the most of our time together, and if a meeting could have been an email, let’s not hesitate to say so. Your team will thank you.

Interested in more leadership insights? Check out these related articles:

• The MisUsed Project Managers: Stop Undervaluing Their Leadership

• Can You Lead Without a Team?

• Growing in Leadership: How Self Aware Are You?

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