How to run a meeting that ends on time

Decide if you need a meeting

If it is only sharing information, a message or a document may do. Meet when you need a decision, a discussion or a quick way to resolve confusion.

Write the objective

One sentence: “By the end we will have decided X.” Put it at the top of the invite.

Time every agenda item

• Put a number of minutes next to each topic.
• Add the owner’s name so they can prepare.
• Add up the minutes. If they exceed the meeting length, cut topics, not the time for discussion.

Invite fewer people

Invite those who decide or contribute. Send notes to everyone else.

During the meeting

• Start on time, even if people are missing.
• Name a timekeeper.
• Park side topics in a list instead of following them.
• Stop 5 minutes early to read back decisions.

Finish with actions

For each action write what, who and by when. Send them the same day. An action without an owner and a date is usually forgotten.