How to Run More Effective Meetings: What Research Reveals

Researchers typically study meetings in two ways. The first is the classic survey, in which participants retrospectively describe their experiences in real or simulated meetings. The second involves analyzing specific behaviors and interaction patterns captured in audio and video recordings.

Nare Lehmann-Willenbrock, an industrial and organizational psychologist and director of the Center for Better Work at the University of Hamburg in Germany, says this detailed meeting data is “where the music is.”

In one experiment, Riemann Willenbrock and colleagues analyzed videotaped meetings to examine how leader communication affects team interactions during decision-making. Their findings contribute to research on improving team performance, including the difference between asking questions and carefully listening to the answers.

Lead by listening

Research on effective meetings often produces straightforward recommendations, but real-world meetings frequently fall short of those ideals.

Lehmann-Willenbrock says studies consistently highlight the importance of active listening. This means offering thoughtful feedback instead of merely acknowledging that someone has spoken. In virtual meetings, however, active listening can be difficult: “We’ve all learned to mute ourselves when we’re not talking, so very often active listening is completely disabled.”

The balance between listening and speaking can also shape how participants evaluate a meeting. Lehmann-Willenbrock notes that meeting leaders and participants may have very different views of whether a meeting was successful.

“Leaders often talk the most, which is also why they often think their meetings are very good,” she says.

Creamer also emphasizes that leading a discussion is not simply about being in charge. Meeting leaders should monitor how much each person speaks and create opportunities for more voices to be included.

Use a meeting checklist

Lehmann-Willenbrock says research supports using checklists before, during, and after meetings to improve their effectiveness.

Before the meeting, leaders should:

• Choose an appropriate room, including suitable lighting and refreshments.
• Invite only the people who need to attend.
• Plan to start and end on time.
• Prepare an agenda.
• Set and communicate clear goals.
• Allow time for conversation before the meeting begins.

These steps can help leaders create meetings that are more focused, inclusive, and useful for everyone involved.