Most of the time, I share systems for personal growth. But sometimes, I encounter something so fundamentally broken in the business world that I can't help but speak up. And let me tell you – the way we run meetings is definitely one of those things.

I can’t stop thinking about this Google Calendar parody post:

Research shows that a whopping 71% of meetings end up being unproductive time-sinks (Source: Harvard Business Review). 

But it doesn't have to be this way. Instead of letting meetings hijack your calendar and drain your team's energy, let's explore how to make them actually worth everyone's time.

SUPERHUMAN SCORING

In every edition of System Sunday, I assess the featured system across three superhuman dimensions: impact, setup, and maintenance.

Unlike your typical review, I focus on factors that influence personal growth. Get to know the evaluation system.

Impact (9.0/10)

Here’s what happens when you get meetings right:

• Stress Levels Drop: Clear expectations and more control over your schedule means less zoom fatigue.
• Creativity Improves: Focused discussions leave space for meaningful ideas to emerge.
• Deep Work Becomes Possible: Fewer interruptions free you up for tasks that require concentration.

No more leaving a room (or Zoom) wondering, “What did we actually accomplish?”

The good news? Making this shift is simpler than you might think.

Setup (7.5/10)

Drawing from my management studies and years in consulting, I've gathered 8 battle-tested meeting strategies that consistently deliver results. Here we go…

1. The Two-Pizza Rule

This gem comes straight from Jeff Bezos: If two pizzas can't feed everyone in the room, your meeting is too big. Keep your group small enough to stay nimble and engaged. 

Pro Tip: If your invite list starts ballooning, consider smaller breakouts instead of one massive meeting.

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2. Standing Meetings 

Here's something fascinating: simply standing up can slash meeting time by 34% while keeping everyone more alert and involved. It's also a great excuse to stretch those legs!

Pro Tip: Replace at least one weekly sit-down meeting with a 15-minute stand-up, and see how it changes the energy.

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3. Detailed Agendas

Think of this as your meeting's GPS. Without a clear roadmap, you're just wandering aimlessly. 

Pro Tip: Enforce the simple rule: “No agenda, no meeting.”

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4. The Empty Chair

Here’s another meeting tip from Amazon: Keep one chair vacant to represent your customer. It's a powerful reminder to keep their needs at the center of every discussion.

Pro Tip: If you’re meeting remotely, designate one square on-screen for your “customer” and keep referring back to them.

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5. AI Transcription

Tools like Otter.ai can be your meeting note-taker, freeing you to actually participate instead of frantically typing notes. These notes make follow-ups much easier.

Pro Tip: Assign someone to quickly review the AI notes post-meeting, highlight action items, and share with the team.

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6. Maker-Manager Schedules

Your developers and creative folks need long, uninterrupted blocks for deep work.

Pro Tip: Consider “no meeting days” or avoid scheduling meetings before 1 PM to protect their morning productivity.

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7. The 4-Bullet Update

Keep status updates crisp and clear with these 4 talking points:

• “Here’s what you asked me to do…”
• “Here’s what I did…”
• “Here are the risks and blockers (if any)…”
• “If given more time, I’d do this…”

Pro Tip: Use this format in emails, Slack, or project management tools. 

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8. The Action Memo Method

Cap each meeting by documenting decisions, responsibilities, and deadlines in one shared space. “Future You” will thank you for this.

Pro Tip: End each session with, “Okay, here’s the action memo…” Then read it out, ensuring everyone is crystal clear on the next steps.

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Maintenance (7.5/10)

Don't try to revolutionize everything at once. Pick one technique that resonates with you – maybe it's detailed agendas or AI notetaking – and get comfortable with it. Once it becomes routine, layer in another. 

You'll be amazed at how these incremental changes transform your calendar and team dynamics.

I created a one-page reference guide to help you implement these strategies. Click here to download a PDF copy (and keep it near your desk as a handy reminder).

BRINGING IT HOME

One final thing:

The best meeting? Sometimes it’s the one replaced by a well-crafted email.

Here's to fewer, better meetings. 🥂

All systems go,

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