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How to run a great meeting: agenda, timing and follow-up

Most meetings are longer than they need to be and end without clear actions. Here is how to fix both.

Send the agenda first

A meeting without an agenda is a conversation that bills by the hour. Send a clear agenda at least 24 hours before using our free meeting agenda template. If an agenda cannot be written, the meeting probably should not happen.

Timing

The right meeting length for a check-in is 15 minutes. For a project review, 30-45 minutes. For a strategic discussion, 60 minutes maximum before people stop contributing usefully. Default to shorter and extend if needed — not the other way around.

End with actions, not summaries

The last five minutes of every meeting should be: what action, who owns it, by when. Write them down. Our free project planner tracks actions from multiple meetings in one place.

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Frequently asked questions

How long should a meeting agenda be?
One page covering: purpose, attendees, items (max 5-6), expected outcome and any pre-reading. Longer than one page signals the meeting is trying to do too much.
How do you stop meetings overrunning?
Set a visible timer. State the end time at the start. Assign a timekeeper. Most meetings run long because there is no acknowledged end point.