Mentoring Moment: Choosing Meetings That Matter

"Folks, let's put something on the calendar."

How often have you heard—or said—those words without considering the purpose or value of the meeting? It's a workplace reflex. But when we prioritize other people’s needs and tasks over our own, we unintentionally sacrifice personal boundaries, productivity, and goals. Meetings can easily become a drain on time and energy if approached without intention.

Even more concerning, meeting culture often leaves people out—whether by failing to include the right voices or by not creating a space for every teammate to actively participate. Meetings are meant to unite teams, but without thoughtfulness, they can reinforce division, silence, or exclusion.

Let’s challenge this reflexive meeting culture. As mentors, you have a powerful opportunity to help your teammates rethink their approach—not only how they prepare for and participate in meetings but also how they ensure meetings are collaborative and purposeful. Here’s how:

1. Start with the “Why”

Not every meeting deserves a “yes.” Help your teammate evaluate the purpose of the meeting and whether their presence is necessary.

Mentor Tip: “Let’s think about this meeting. What’s the purpose? Is your attendance the best use of your time, or could your input be shared in another way?”

Teammate Example: “I want to ensure the team understands the project timeline and feels clear about their roles. Instead of attending, I’ll prepare a summary to share ahead of time and review feedback afterward.”

2. Help Clarify Priorities

Encourage your teammate to focus on what’s most impactful. Meetings should drive results, not create unnecessary noise.

Discussion Prompts:

• “What’s the single most important decision or outcome needed from this meeting?”
• “If this isn’t the right forum, could this be resolved in another way?”

Mentor Tip: “It’s better to focus on two or three key items than to overwhelm everyone with too much detail. Let’s talk about what’s most essential for your goals.”

3. Coach on Communication

Team meetings are opportunities to practice clear, confident communication. Help your teammate prepare how they’ll contribute effectively.

Suggestions:

• Practice delivering key points concisely.
• Identify potential questions or pushback and prepare responses.
• Use visuals or summaries to reinforce clarity.

Mentor Tip: “Let’s rehearse how you’ll present your points and respond to questions. For example, how would you handle concerns about your timeline? Practicing will help you feel more prepared and confident.”

4. Make Meetings Inclusive

Team meetings should require everyone on the team to participate—not just those who naturally speak up. Help your teammate recognize who might be staying quiet, who might feel outnumbered, and who isn’t in the room but should be.

Key Questions:

• “Who hasn’t had a chance to speak, and how will you invite them into the conversation?”
• “Are there any perspectives missing that could add value to this discussion?”

Teammate Example:

• “I’ll pause after presenting each key point to ask for feedback and specifically invite input from quieter team members.”
• “Before the meeting, I’ll check if someone from the operations team should be included since they’ll be directly impacted by the decision.”

Mentor Tip: “A truly effective meeting brings in every voice that matters. Let’s consider together who might be feeling unheard or left out and how you can make the space more inclusive.”

5. End with Confidence-Building

Mentoring isn’t just about logistics—it’s about building confidence to lead. Celebrate your teammate’s preparation and remind them of the value they bring to the team.

Mentor Tip: “You’ve done the work to prepare, and it shows. Trust in your plan and your voice. The team will benefit from your thoughtfulness and leadership.”

Mentor Inventory: Align Meetings with Goals

As part of transforming meeting culture, encourage teammates to evaluate their calendars. Are they overcommitting to meetings that don’t align with their goals, or missing opportunities to contribute meaningfully?

Key Questions for Reflection:

• Do all of your meetings align with your annual goals and priorities?
• Are there recurring meetings you could delegate or decline?
• Are there key meetings where your input is critical but you’re not currently involved?

Help teammates reclaim their time and focus by prioritizing meetings that matter and aligning attendance with their workload and goals.

Final Thought

Meeting culture shapes productivity, morale, and inclusion. By mentoring your team to approach meetings with intention—both in preparation and participation—you can help them build stronger habits, reclaim their time, and foster collaboration.

Mentor by example this week: Take inventory of your own calendar. Are you showing up for meetings that truly align with your goals? Are you creating space for everyone on the team to contribute?

Share this with your teammates: Invite them to take the same inventory of their meetings and compare notes. Together, you can build a team culture that values intentionality, focus, and meaningful collaboration.

Small, intentional changes can lead to a major cultural shift.

So, how many meetings do you have on your calendar this week? Let’s start a new contest—the lowest answer wins back their boundaries, productivity, and a shred of hope for a focused, distraction-free workday.