#2: Why Meetings Are Toxic and How to Fix Them
We’ve all been there—trapped in a meeting that feels like it’s going nowhere, surrounded by people who don’t need to be there, discussing topics that drift further from the point with each passing minute. It’s no wonder so many of us find meetings toxic! But here’s the thing: meetings themselves aren’t inherently bad; it’s how we run them that makes them unbearable. With a few simple rules, you can turn your meetings from time-sucking traps into productive powerhouses. Let’s dive into what makes meetings so toxic and how you can reclaim their purpose.
1. Have a Clear Agenda and Send it Days Before the Meeting
No agenda, no meeting—simple as that.
Why It Matters: An agenda sets the tone and defines what the meeting is about. Without it, discussions meander and valuable time is wasted.
Example of Toxicity: Imagine gathering your team for an hour-long meeting only to hear people ask, “What’s this about again?” That’s a surefire way to breed resentment.
How to Improve It: Share a clear, concise agenda a few days ahead of time so participants know exactly what to expect and how to prepare.
Practical Tip:
Include bullet points outlining key topics and desired outcomes in the agenda. Make it clear why everyone is there.
2. Invite Only the Essential People
Fewer people, fewer distractions.
Why It Matters: Inviting people who don’t need to be there not only wastes their time but also dilutes the focus of the meeting.
Example of Toxicity: Picture a room (or Zoom) full of people checking emails or zoning out because they don’t see how the discussion impacts them.
How to Improve It: Only invite those whose input is essential to the topic at hand.
Practical Tip:
Ask yourself, “Does this person have a role to play or a decision to make?” If not, leave them out and send a follow-up summary instead.
3. Come Prepared with Visuals When Discussing Problems
Humans are visual creatures—use that to your advantage.
Why It Matters: When discussing complex issues, visuals make it easier for participants to grasp concepts quickly and stay engaged.
Example of Toxicity: Have you ever sat through a meeting where someone rambles about a problem, leaving everyone confused and bored? Visuals cut through the noise.
How to Improve It: Use charts, graphs, slides, or diagrams to illustrate your points.
Practical Tip:
When presenting an issue, show a graph illustrating the trend or a diagram that highlights the root cause. Visuals stick longer and facilitate deeper understanding.
4. Set a Timer and Respect It
Time is precious—don’t abuse it.
Why It Matters: Uncapped meetings often spiral into irrelevant discussions and drag on longer than necessary.
Example of Toxicity: The classic “just one more thing” line that adds another 20 minutes to an already overextended meeting.
How to Improve It: Set a timer and stick to it. When it rings, the meeting ends. Period.
Practical Tip:
Use a visible timer so everyone is aware of the time left. It creates urgency and focus.
5. Record the Meeting and Use AI to Catch Action Items
Let AI do the heavy lifting.
Why It Matters: Participants can stay engaged without frantically taking notes, and important action items aren’t missed.
Example of Toxicity: How many times have you walked out of a meeting unsure of what actually needs to be done?
How to Improve It: Record the meeting and use AI tools to capture key points, decisions, and action items automatically.
Practical Tip:
Use tools like Otter.ai or Zoom’s built-in transcription feature to generate a summary of tasks and decisions.
6. Start with a Specific Problem
Get to the heart of the matter—fast.
Why It Matters: Starting broad leads to tangents. Zeroing in on a specific problem keeps discussions relevant and focused.
Example of Toxicity: A meeting that begins with “Let’s talk about marketing” and goes in a hundred directions without any actionable outcome.
How to Improve It: Frame the meeting around a well-defined problem statement.
Practical Tip:
Begin each meeting with a clear problem to solve: “Our conversion rates dropped 10% this month—let’s find out why.”
7. Call Out Off-Topic Discussions Respectfully
Respect is key, but so is staying on topic.
Why It Matters: Meetings derail quickly when conversations veer off-topic.
Example of Toxicity: Someone hijacks the agenda to discuss unrelated issues, leaving everyone else frustrated.
How to Improve It: Politely steer the conversation back on track.
Practical Tip:
Say something like, “That’s an important point, but let’s revisit it later. Right now, we need to focus on X.”
8. End with a Solution and Assign Responsibility
Leave with clarity, not confusion.
Why It Matters: Meetings that end without clear next steps waste everyone’s time.
Example of Toxicity: Everyone leaves with a vague sense of what to do next, but no one actually takes action.
How to Improve It: Conclude with a clear solution and assign someone responsible for implementing it.
Practical Tip:
Summarize key decisions and next steps. Assign tasks and confirm responsibilities before everyone leaves.
Conclusion
Meetings don’t have to be soul-sucking time-wasters. With a clear agenda, the right attendees, visual aids, time management, and focused discussion, you can turn toxic meetings into effective ones. Respect your team’s time, stay on track, and leave with actionable steps. By sticking to these straightforward rules, you can transform your team’s meetings into productive, engaging sessions—and who knows, you might even start looking forward to them!
