Why Your Meetings Are Failing (And How to Fix Them)
By Perminus Wainaina
Sarah was frustrated as she closed her laptop. Another weekly team meeting, another hour gone, and still—nothing felt any closer to being done.
She had called the meeting to check in on projects and keep everyone on the same page. But instead, the conversation had jumped around, people went off on tangents, and by the end, there were no clear decisions—just more talking.
This wasn’t the first time, either. Every week, it was the same thing. Meetings that felt busy but didn’t actually move things forward. Sarah couldn’t help but wonder: Why do we even have these meetings if nothing really changes?
Why Meetings Go Wrong
Sarah’s frustration is something a lot of leaders deal with. Meetings are supposed to help get things done, but too often, they waste time instead. Here’s why:
1. No Real Purpose
Many meetings happen just because they’re scheduled—not because they’re actually needed. If there’s no clear reason for meeting, it’s probably just a habit, not a necessity.
2. No Agenda
Without a plan, meetings go all over the place. People bring up random topics, important issues get lost, and nothing gets wrapped up.
3. Too Many (or the Wrong) People There
Ever been in a meeting where half the people barely talk? That’s a sign there are too many people—or the wrong ones. The more people in a meeting, the harder it is to make decisions.
4. No Clear Next Steps
If a meeting ends and no one knows what to do next, it was a waste of time. Meetings should lead to action, not just more talking.
5. They’re Too Long
Most meetings don’t need to be an hour. When meetings drag on, people lose focus, stop listening, and just wait for it to be over.
6. Recurring Meetings That Don’t Make Sense Anymore
Some meetings just keep happening because they’re on the calendar. If a meeting isn’t helping, it needs to change—or be canceled.
How to Fix Your Meetings
If Sarah wants her meetings to actually help her team, she needs to change the way they run. Here’s how:
Have a Clear Reason for the Meeting
Before scheduling a meeting, ask: Do we really need this? If it’s just for updates, an email might work better.
Make and Share an Agenda
A simple plan for the meeting helps keep things on track. Send it out beforehand so everyone knows what to expect.
Only Invite People Who Need to Be There
Smaller meetings = faster decisions. If someone isn’t directly involved, they probably don’t need to attend.
Set a Time Limit (and Stick to It!)
Try setting shorter meetings—like 30 minutes instead of an hour. It forces people to stay focused.
End with Clear Action Items
Before ending, make sure everyone knows what they need to do next. Assign tasks and deadlines so there’s no confusion.
Cut or Change Useless Meetings
Look at your recurring meetings. Do they still make sense? If not, adjust them or cancel them.
Conclusion
Meetings should help, not slow things down. With a few small changes—like shorter meetings, clear agendas, and action steps—Sarah (and any manager) can make meetings actually useful.
If your meetings feel like a waste of time, take a step back and rethink them. A few tweaks could make a huge difference!
What’s one change you can make to your meetings this week?
Perminus Wainaina is a Certified HR Consultant and the C.E.O at Corporate Staffing Services. He helps Directors, executives, and managers solve their people management issues for business success. For more on, visit our HR consultancy services page . For a free consultation meeting on your people management issues, reply to this email: events@corporatestaffing.co.ke
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