How a Poorly Planned Meeting Wasted My Day – and What I’ll Never Do Again

I made a huge mistake this week, and all the responsibility is mine. I accepted a physical meeting without asking key questions like the purpose of the meeting, the location, or how long it would take. I probably accepted the meeting based on my previous experience and expectations, but it ended up being a significant loss for me.

Although the calendar had a vague location listed, I assumed it would be the same place where we held our previous meetings. I usually call the participants before the meeting to learn what we are going to talk about and to prepare properly, but I skipped this step as well. This ended up costing me.

At security, I was in for a big shock because no one was at the venue. They called the participants, and that’s when I learned the meeting was at a different location—something I should have confirmed earlier.

As I stood at the company’s entrance, waiting, I asked myself: Why are we having this meeting? What’s the purpose? These are questions I should have asked a week earlier. This meeting could have easily been handled via email or a 30-minute Zoom call. Instead, I spent nearly half my day trying to get to the location, only to miss the meeting. Even if I had joined, my participation likely wouldn’t have added much value. At least, I hope that’s the case! This also affected the rest of my agenda for the day, leaving me with a lot of wasted time—not just for me, but for all the participants.

As a result, I’ve decided to create a checklist for myself for future meeting requests. This has been a valuable lesson for me. I’ve always appreciated the book The Checklist Manifesto: How to Get Things Right by Atul Gawande, and now I understand its importance even more.

So, I take full responsibility for this failed meeting attempt, and I will ensure it doesn’t happen again.

Here are the lessons I’ve learned.

How to Organize an Effective Meeting: A Simple Step-by-Step Guide

1. Know the Purpose

• Why is this meeting happening? Be clear on the goal. Are you trying to make a decision, share updates, or solve a problem?
• Is it a regular or one-time meeting? If it’s a one-time meeting, focus on solving a specific issue. For regular meetings, make sure there’s ongoing value.

2. Invite the Right People

• Who needs to be there? Only include people who are directly involved or can contribute. Avoid overloading the meeting with people who don’t need to be there.

3. Decide How the Meeting Will Happen

• In-person, virtual, or email? In-person meetings might feel more efficient for you, but keep in mind that other participants may lose time commuting. Always consider everyone’s time. For example, if you ask everyone to come to your office, they may spend a lot of time traveling, which can reduce their efficiency. Time is valuable for everyone, not just you.
• Respect everyone’s time: If a virtual meeting (Zoom, Teams, etc.) can achieve the same results, it may be the better option. Ignoring the time and effort of others is a major red flag and can damage relationships with your team or partners.

4. Set the Time, Date, and Location

• When and where will it happen? Pick a time that works for everyone and share all necessary details. If it’s a physical meeting, make sure the location is convenient and that participants know how to get there.

Share on the calendar: If you’re using online calendars (like Google Calendar or Outlook), include all the important details in the calendar invite, such as:

• Time and date
• Location or virtual link (Zoom, Teams, etc.)
• Duration (how long the meeting will last)
• The agenda
• Additional info: If participants need to know about parking spaces, security, or any extra requirements (e.g., ID cards, guest passes), be sure to share this in the invite or email as well.

5. Share the Details Before the Meeting

• Send the agenda, time, and place beforehand: Make sure everyone knows:
• Confirm attendance: Check that everyone has the information and is available.

6. Stick to the Agenda

• Stay on topic: Follow the agenda during the meeting. Don’t let side discussions take up too much time. Keep everyone focused on what’s important.

7. Keep Track of Roles During the Meeting

To ensure the meeting runs smoothly, it’s important for participants or the person organizing the meeting to make sure these roles are covered:

• Facilitator: Someone should guide the meeting and keep discussions on track.
• Note-taker: It’s essential to have someone keeping track of decisions and action items, so nothing is missed.
• Timekeeper: Make sure the meeting stays within the scheduled time by keeping an eye on the clock.

These roles don’t need to be formally assigned, but it’s important that they are handled during the meeting to keep things efficient and focused.

8. Summarize and Assign Tasks

• What are the outcomes? At the end, review what was decided, what needs to be done, and who’s responsible for each task. Make sure deadlines are clear.

9. Follow Up After the Meeting

• Send meeting notes: After the meeting, share a summary of decisions and action items with deadlines. Make sure to send these notes to all participants, as well as anyone who wasn’t present but needs to be informed.
• Confirm understanding: Ensure everyone knows what they need to do and by when. If additional meetings or steps are required, include this information in the follow-up.
• Plan future meetings: If another meeting is needed, or if regular meetings should be scheduled, organize them before the current meeting ends. Be sure to inform all participants of the next meeting and any follow-up steps they need to take.

Key Tips for a Successful Meeting:

• Clear Purpose: Know exactly why the meeting is needed and what you expect to achieve.
• Invite Only Necessary People: Only include those who can contribute.
• Respect Time: Keep meetings short and on schedule.
• Right Format: Decide if it’s better to meet in person, virtually, or by email.
• Share Information Ahead of Time: Make sure everyone has the time, place, and agenda before the meeting. Confirm they’ve received it.
• Stick to the Agenda: Stay focused on the topics and finish on time.
• Follow Up: After the meeting, send out notes and confirm that everyone knows their tasks.