Keeping Structured Meetings on Track: Why “This Could Have Been an Email” Should Never Cross Your Mind

Structured meetings are the backbone of many organisations. They’re the recurring calls—daily, weekly, or monthly—where teams align on projects, share updates, or review performance. Think daily stand-ups, project check-ins, monthly updates, or even those routine call reviews. When done right, these meetings ensure that important information is delivered efficiently and that everyone remains on the same page.

Why Structured Meetings Matter

• Consistency: Having a set time each week or month keeps everyone disciplined and prepared.
• Clarity: A clear agenda helps guide the conversation and ensures critical topics are covered.
• Accountability: Regularly meeting keeps tasks on track and encourages transparency among team members.

Staying on Track and On Time

Because these meetings happen regularly, it’s crucial they don’t become time-wasters. Here’s how you can keep them meaningful:

1. Use a Solid Agenda: Outline the discussion points in advance and share them beforehand so everyone knows what to expect.
2. Stick to Relevant Information: Keep the focus on updates, questions, and decisions that affect the whole group.
3. Manage the Clock: Start on time, finish on time. If an agenda item needs more discussion than scheduled, consider a follow-up chat.

Avoid the “Could Have Been an Email” Trap

We’ve all sat through meetings and thought, this could have been an email. That’s a clear sign the meeting’s structure or content isn’t hitting the mark. If you find yourselves drifting into endless tangents or repeating the same updates:

• Reassess the Agenda: Is everything on it truly necessary for a group discussion?
• Encourage Pre-Reading: Distribute information that doesn’t require conversation beforehand, so time is spent discussing rather than reading.
• Consider Alternative Channels: If an agenda item is purely informational, maybe it’s best delivered as an email or a quick message in your communication platform (Slack, Teams, or Flock).

Final Thoughts

Structured meetings play a pivotal role in keeping teams aligned and projects on track. But their recurring nature means they can become stale if not handled carefully. By maintaining a tight agenda, focusing on relevant information, and managing time effectively, you’ll ensure these calls remain productive, and never leave anyone wishing they’d just received an email instead.

Over to You Do you find certain meetings more valuable than others? How have you managed to keep your recurring sessions both efficient and engaging? Share your thoughts in the comments below, you might just help someone else avoid the dreaded this could have been an email moment.