Attending a meeting can either move projects forward or waste valuable time. Before accepting an invitation, it helps to ask yourself ten critical questions. These questions ensure you know why you are there, how you can contribute, and whether the meeting is a wise investment of your time.
Does the meeting have a precise aim?
Every meeting should have a clear purpose. If I don’t understand why I’m attending a meeting, my time gets wasted. I always ask how my skills and knowledge will help achieve the goal. Without clarity of purpose, meetings drift into unfocused discussions that drain energy instead of producing results.
Is there a timed agenda?
An agenda makes or breaks a meeting. If I don’t see one, I decline. A timed agenda ensures focus, structure, and preparation. Attending a meeting without a clear schedule means conversations wander, time gets lost, and attendees leave confused. A strong agenda sets expectations and drives productive discussions.
Are communications clear?
Clear communication before a meeting sets everyone up for success. This is especially key if you’re attending a virtual meeting. I ask if the organiser explained why my contribution matters and gave me time to prepare. If the request feels vague, I consider declining. Attending a meeting without clarity often creates unnecessary work and undermines the overall purpose.
Will the meeting start on time?
Experience shows me whether a meeting will start promptly. If the organiser or attendees usually arrive late, I question the value of going. Attending a meeting that drags before it begins frustrates everyone. When meetings start on time, energy stays high, and conversations flow with focus and respect.
Is there strong leadership?
A capable chairperson changes everything. I prefer attending a meeting where a leader manages the discussion, keeps the time, and guides the decisions. Without effective management, meetings become chaotic and unfocused. A good leader ensures everyone stays aligned with the purpose, engages meaningfully, and leaves knowing exactly what actions must follow.
Are the right people attending?
The success of any meeting depends on who shows up. I would like to know whether the right decision-makers and contributors will be in attendance. Attending a meeting without the necessary people often leads to delays, follow-ups, or repeat sessions. The right attendees save time, bring expertise, and help the group move forward.
Will the meeting create action?
A meeting should always end with clear outcomes. Before attending a meeting, I ask if it will produce decisions, responsibilities, or timelines. If the purpose is only to share updates, a well-written email works better. Meetings with tangible actions ensure time translates into meaningful progress for everyone.
Is this the best format?
Not every issue requires a meeting. I ask whether a quick call, collaborative document, or group message could achieve the same result. Attending a meeting when simpler formats exist wastes time and resources. By choosing the best format, organisations save energy and create more effective ways to collaborate.
How long will it last?
Time limits keep meetings sharp and focused. Before attending a meeting, I ask how long it is scheduled to run. A concise 30-minute session usually achieves more than a drawn-out two-hour discussion. Respecting time commitments encourages engagement and ensures attendees balance other responsibilities with meaningful contributions.
What value will I bring?
Finally, I reflect on whether I will add value by attending a meeting. If I can’t contribute insights, decisions, or actions, my presence isn’t essential. Recognising this helps me prioritise my time, allowing me to focus on tasks where I make the most significant difference to outcomes.
Quick Checklist Before Attending a Meeting
Use this list to decide whether a meeting deserves your time:
- Does the meeting have a precise aim?
- Is there a timed agenda?
- Are communications clear?
- Will the meeting start on time?
- Is there strong leadership?
- Are the right people attending?
- Will the meeting create action?
- Is this the best format?
- How long will it last?
- What value will I bring?
Using this meeting agenda checklist, you can strive to ensure that the meetings you attend or hold are effective and utilise everyone’s time efficiently.
