Back-to-back virtual meetings have become what a workday typically looks like. What used to be quick, in-office conversations have turned into scheduled drudgery, each lasting longer than it needs to.
Why is it that we now have 30 minutes for what used to take 10?
We do not.
It is time to get back to quick conversations, even if they are virtual. Here are three steps to keeping it brief.
Have an Agenda, and Stick to It
Each call must have an agenda and everyone needs to have it ahead of time. Put it on the calendar invite. Stay on point, even if there is someone on the call that you have not spoken to in a long time or need to talk to about something completely different. Do not start a conversation that is unrelated to the agenda.
A clear agenda also makes it easier to decide who actually needs to attend. When the purpose of the meeting is specific, people can prepare for the decision or discussion instead of arriving and waiting to discover why they are there.
Come Prepared
Whether you are hosting or attending, since the calendar invite has the agenda, take the time to review it. When everyone arrives focused on the topics at hand, the conversation should be relevant and meaningful.
Preparation does not need to be complicated. Review the context, know what decision is needed, and bring the information required to move the conversation forward.
Add Value
Just because you are on a call does not mean you have to say anything. Only contribute when you have something of value to add to the conversation. Communication can be achieved with eye contact, body language, and silence.
Meetings that follow these three steps can save time and prevent you from having to jump from one meeting to the other, or worse, always being late because the previous meeting ran long.
Being productive and having breathing room between meetings can also make you feel more energized throughout the day.
Give Time Back to the Team
A shorter meeting is not a lesser meeting when it reaches the right outcome. Ending five or ten minutes early creates space to capture notes, complete a follow-up, reset, or simply think before the next conversation. Across a team, those minutes add up quickly.
Keep the purpose clear, arrive ready, contribute where it matters, and end when the work is done.
