Writing Agendas That Help With Time Management

After chatting with 100+ execs over the past 6 months, everyone told me the same thing: they want to stop wasting valuable time in useless meetings. The best resource I’ve found on effective meetings is Matt Mochary (exec coach trusted by co’s like OpenAI and Coinbase). Here’s what he recommends: 1. Assign a meeting owner - Someone who manages logistics and agenda - Ensures structured, efficient use of time 2. Define the desired outcome - Set a clear, measurable goal - Share it in writing with all participants 3. Leverage async preparation - Share updates + documentation in advance - Require pre-writes for discussion topics 4. Enforce async work - Demonstrate prep work as a group first - Gradually transition to independent async work 5. Timebox the synchronous agenda - Nurture personal connections (5 mins) - Elaborate on issues (5-20 mins per topic) - Provide real-time feedback (5-10 mins) 6. Drive towards action - Break down solutions into specific tasks - Assign owners and tangible due dates 7. Track every action - Use a PM tool or spreadsheet - Foster accountability and alignment 8. Collect written feedback - Request input after every meeting - Use feedback to continually improve Important note: implementing these changes takes time. Be patient and adjust if you need to – and ensure that your team is 100% on the same page. The result? More productive meetings and more efficient teams. Check out Seam's full playbook on effective meetings below ⚡  https://lnkd.in/gR2bXwRJ

Everyone hates meetings because they’re the default, not the decision. ⏳ We pile people in a room to “figure it out,” with no owner, no pre-work, and a 60-minute calendar block that magically expands to fill itself. The result? Status theater, meandering updates, and nothing that actually moves. Here’s a simple playbook to make meetings not-awful (and actually useful) 🧰 Ask the killer question first: “Could this be async?” – If yes: write a 1-pager, comment in a thread, or record a quick walkthrough. Only meet if there’s real ambiguity or a decision to make. Define the outcome up front. – By the end we will: Decide X, Generate 3 options for Y, or Commit to a plan for Z. If you can’t write that sentence, you’re not ready to meet. Do the pre-work. – Send a one-pager 24 hours ahead. Start with 5 minutes of silent read so everyone begins at context, not catch-up. Invite fewer people. – 2–5 deciders + 1 scribe beats 12 spectators. Everyone else gets notes or a recording. Shorten the slot. – Default to 15 minutes. Add time only if the agenda demands it. Keep a “parking lot” for off-topic items. Assign clear roles. – DRI (owner), Facilitator (keeps time), Scribe (writes decisions), Approver (one person). Many “approvers” = no decision. Close strong. – End with: the decision, owners, deadlines, and the first next step. Ship notes within 10 minutes while context is fresh. Meeting alternatives to try this week: – Decision doc + comments – Async standup (yesterday/today/blockers) – Office hours block instead of recurring status – Living FAQ/playbook page for repeat questions – Annotated screen recording for walkthroughs Copy/paste “Meeting Brief” template: Goal: Type (Decision / Brainstorm / Kickoff / Retro): DRI: Must-have attendees: Pre-read link: Agenda with timestamps: Exit criteria (how we’ll know it worked): Risks / open questions: Next steps (owner + date): If every calendar invite had an outcome, pre-read, and a DRI, most meetings would be half as long and twice as valuable. What’s one change you’ll try this week?

How I Lead Effective Meetings as a Program Manager at Amazon. Meetings can either be a powerful tool for decision-making or a frustrating time sink. Early in my career, I struggled with unstructured meetings—great discussions but no clear outcomes. One chaotic project, where we held frequent but ineffective syncs, taught me that meetings aren’t just for talking; they should drive action. Here’s how I lead meetings now: 1️⃣ Set a Clear Agenda (and Share It in Advance) Every meeting starts with a structured agenda that includes: ✔️ Objective: What we need to achieve ✔️ Discussion topics: Prioritized for focus ✔️ Attendees: Only those necessary 📌 If an agenda isn’t clear, I challenge whether the meeting is even needed. 2️⃣ Keep Meetings Decision-Oriented Before starting, I clarify: ✔️ What decisions need to be made? ✔️ Who is responsible for next steps? If discussions drift, I refocus: “This is important but let’s table it for a separate deep dive.” This keeps meetings productive instead of open-ended. 3️⃣ Ensure Follow-Through with Clear Recaps A great meeting means nothing if action items aren’t tracked. After the meeting, I send a quick recap with: ✔️ Decisions made ✔️ Action items + owners ✔️ Next steps 📌 I also log action items in a shared tracker to ensure accountability. Bonus: Reduce Unnecessary Meetings Before scheduling, I ask: Can this be solved via Slack, email, or a written update? At Amazon, concise narratives often replace meetings—allowing for more deep work. Final Thoughts A well-run meeting aligns teams, drives decisions, and prevents wasted time. The best compliment I get? “That was one of the most productive meetings I’ve been in.” How do you keep your meetings effective? #Meetings #Productivity #Leadership #ProgramManagement #Amazon

Why some meetings can cost you more than just time. Here’s how to change that. A few months ago, I sat through a three-hour meeting that cost our company $15,000 in collective team time. And we accomplished absolutely nothing. Picture this: 9 senior consultants, with salaries ranging from $200-$350/hour. We were in a meeting with: → No clear agenda → No clear objectives → Endless circular discussions → Zero action items That day I realized why some meetings are viewed negatively. They’re disorganized and a waste of time. But my approach to meetings is different. Here's how I run meetings with my 7-step method: 1/ Have a Clear Purpose → Every meeting needs a reason. If there’s no goal, don’t have the meeting. 2/ Keep the Guest List Small → Invite only people who really need to be there. 3/ Create a Simple Agenda → Write down what you want to achieve. Make it clear and actionable. 4/ Respect Everyone’s Time → Schedule a time that works for everyone. Send the agenda in advance. 5/ Run the Meeting Smoothly → Start with introductions and clarify why everyone is there. → Go over the agenda. → Set clear expectations. → Listen, discuss, and take notes. → Assign action items with due dates. 6/ Wrap It Up on Time → Start wrapping up 10 minutes before the end. → Summarize key points and assign action items. → Finish on time. 7/ Follow Up → Send a summary email the same day. → Include what was discussed, action items, due dates, and open questions. → Follow up on progress. By following these steps, our meetings became: • Productive • Focused • Respectful of everyone’s time PS: Have you ever been in a meeting that felt like a waste of time? How did you fix it? ------------------------------------------------------------------------------------ 👋Hi, I’m Tapan Borah I coach and mentor Project Managers to build a successful career in project management. If you’re unsure where to start. DM me or book a free consultation → Link is in the bio.