It’s easy to call a meeting. Calling a good one takes more thought. Before you hit send on your next meeting request, consider the purpose of the meeting and if it’s truly necessary. People’s calendars are already getting booked up, with one study showing that professionals spend, on average, more than 11 hours a week in meetings.
A post on the VITA blog says that in 2026, effective meetings are all about clarity, structure and intention. People no longer attend meetings just because they’re invited. They attend because the meeting helps them align, decide or move something forward.
Want to make your meetings more effective in the year ahead? We outline tips from the VITA post in this issue of PromoPro Daily.
They fit into a clear category. According to the post, every effective meeting begins with a simple question: Why are we meeting? The post says that in 2026, meetings usually fall into a clear category: decision, alignment, problem-solving or update. If you can’t define the type, you probably don’t need to hold a meeting.
They include understandable agendas. Too many meetings focus on fancy agendas with elaborate slides. In the year ahead, clean up your meeting agendas to include a single clear objective, 3 to 5 discussion points, time blocks and who leads each section. The post says people skim agendas, so write them for skimming.
They take place in the right environment. The setting of your meeting matters — perhaps more than ever before, according to the VITA post. If you’re hosting an in-person meeting, book a boardroom for decision-making and use a classroom layout for workshops. If you’re brainstorming, the post recommends an open layout. As far as timing goes, try to avoid late afternoon meetings, which may not lead to the most engaged conversations.
They include 8 or fewer people. Look for meetings to be smaller this year. That’s because smaller groups tend to speak more honestly, decide faster and stay engaged longer. The post says if someone doesn’t need to contribute, they don’t need to attend the meeting.
They use technology lightly. Technology shouldn’t dominate meetings, the post says. Avoid too many dashboards and over-recording sensitive conversations. Instead, focus on shared digital notes and timers to manage discussion flow. The post recommends using technology to support focus rather than fracture it.
Hosting an effective meeting is all about planning. Make sure people know why you’re calling the meeting and stay respectful of their time. Invite only who needs to be there and keep the meeting concise. Do it right, and meetings can accomplish things and help people feel like they spent their time well.
Compiled by Audrey Sellers
Source: A post from the VITA blog.
