Ah, meetings. The bread-and-butter of project management, where great ideas (and sometimes sanity) go to thrive—or wither. If you’re finding that your project meetings leave you feeling like you’ve wasted time, energy, or brainpower, you’re not alone. Here are nine sure-fire signs that your meetings might be off the rails—and how to get them back on track.
Here’s a playful yet professional look at how to spot these red flags and tackle them head-on:
1. Same Discussion, No Decision
If your meetings feel like déjà vu central, with the same topics rehashed without resolution, it’s time to step back.
Fix it: Set clear objectives before the meeting. Ensure the right decision-makers are present, and make it a mission to close the loop on key issues.
2. Off-Topic Tangents Galore
Ever leave a meeting wondering how a discussion about budget turned into a debate about office snacks? Going off-topic is a classic time-drainer.
Fix it: Gently (but firmly) steer the conversation back on track. A well-timed “Let’s circle back to the agenda” works wonders.
3. The Endless Meeting
Got the outcome in 10 minutes but still chatting at the 30-minute mark? That’s a sign your meetings are dragging unnecessarily.
Fix it: Wrap it up as soon as the goal is achieved. Give everyone the gift of reclaimed time!
4. The Magic Time Filler
If every meeting always takes the exact amount of scheduled time, something’s fishy. Not every topic needs 30 minutes to solve.
Fix it: Schedule shorter meetings. Trust us—those magical time-filling chats will shrink, too.
5. Nobody Knows Why They’re There
Ambiguity is the nemesis of a productive meeting. If attendees (or you) are unclear on the purpose, it’s doomed from the start.
Fix it: Define the goal before the meeting starts. Share it with attendees so they know what to expect—and prepare for.
6. The Silent Spectators
If team members stay muted and cameras are off, they might as well be holograms. You’re missing out on valuable input.
Fix it: Directly ask quieter attendees for their thoughts. Encourage camera use to increase engagement and accountability.
7. Revisiting Old Ground
Rehashing resolved topics wastes time and creates frustration.
Fix it: Document decisions and send clear meeting minutes. Reinforce key points in follow-up meetings to keep things fresh in everyone’s minds.
8. Missing Materials or People
There’s nothing worse than realizing halfway through a meeting that you don’t have the right tools—or key decision-makers—to make progress.
Fix it: Plan ahead. Double-check that you’ve got the necessary materials and people before sending out invites.
9. FOMO Scheduling
Don’t let embarrassment stop you from calling out a poorly planned meeting. If critical resources are missing, hit pause and regroup.
Fix it: It’s okay to reschedule. It’s better to lose five minutes now than waste an hour.
Final Thoughts
Meetings don’t have to be a black hole for productivity. By keeping these nine warning signs in check, you’ll save time, boost morale, and keep your projects moving forward.
The next time you’re prepping for a meeting, ask yourself:
With a little attention to detail and a lot of awareness, you can transform your meetings from meh to magical.
Now over to you—what’s your biggest meeting pet peeve? Let us know in the comments below!
Project Manaverse 