We’ve all been there—drowning in back-to-back Zoom calls or scrambling to juggle overlapping meetings. You start the day feeling productive, but by the end, you realize you’ve spent hours discussing the same topics without getting much done. There must be a better way!

To get advice on how to make meetings more effective, we spoke with 9 Points Consulting founder Kaylyn Morton, an executive coach who works with organizations to optimize communication and develop high-performing teams. In this short Q&A, Kaylyn shares strategies to turn unproductive meetings into valuable, results-driven sessions.

Back-to-Back Culture

If it feels like there are more meetings than ever, you’re not imagining it—the amount of time spent in meetings more than tripled after 2020. And even though most of us are back in the office at least a few days per week, we’re still meeting much more often than before the pandemic. Whether virtual or in-person, we’re swamped with daily with check-ins, strategy sessions, and unrelenting team discussions.

One estimate suggests U.S. workers now spend more than 20% of their week in meetings, and half of employees view meetings as their main source of fatigue.

The problem isn’t just meetings—it’s bad meetings. The ones without clear objectives, that drag on endlessly, where participants are unprepared and leave without knowing what comes next. But when planned and executed well, meetings can be a powerful tool for innovation, team bonding, and decision-making.

Have a Clear Agenda and Defined Roles

“Preparation is key,” Kaylyn says. “Without clear objectives, meetings waste time.” The organizer should send out the agenda and any relevant materials ahead of time. Everyone should know their role and what they need to contribute.

Quick Tip: Include 2-3 desired outcomes in your calendar invite. Be clear about the meeting’s purpose and skip it if you have nothing to contribute.

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Leave Room to Breathe

“Many meetings don’t need to happen, or they could be much shorter,” Kaylyn says. Back-to-back meetings are exhausting and leave no time for reflection. Make sure there’s space between meetings for people to recharge.

Quick Tip: Don’t accept default meeting times. A quick call or email may solve the problem faster.

Only Meet When Necessary

For decisions that require group input, a face-to-face meeting is valuable. But when one person has the final say, an email might suffice. Focus meetings on what truly needs collaborative input.

Quick Tip: If a decision doesn’t require group discussion, skip the meeting and handle it through email, messenger, or a quick phone call.

Match Meeting Frequency to Project Needs

The type and frequency of meetings depend on your project. Early planning stages may need more frequent check-ins, while execution may require fewer but more focused meetings. Tailor the meeting schedule to what your team actually needs.

Quick Tip: Adjust meeting frequency based on your project stage. Early phases may benefit from more regular check-ins, but once you’re in the execution phase, focus on fewer, more purposeful meetings.

Set Yourself up for Success

The meeting environment plays a big role in its effectiveness. “Traditional setups with large, immovable tables facing a single screen tend to limit interaction and movement,” Kaylyn says. Instead, use flexible layouts with movable furniture and whiteboard space to encourage collaboration.

Quick Tip: Avoid static, traditional setups. Consider smaller, informal settings that allow participants to engage more naturally and contribute actively.

Kaylyn answers our burning questions in a lightning round.