The Best Time for and Duration of Effective Meetings

By Hannah Pniewski

In business, time is always of the essence. Knowing how much time a project or a meeting deserves can be critical to its success. In the same way, being intentional about when meetings happen during the week and at what time of day can dictate the productivity of the meeting. Let’s discuss how to best allocate sufficient time for a meeting and how to strategically select the appropriate time of day to host your meetings.

Scheduling for Success

Scheduling a meeting is not merely about finding an open slot on everyone’s calendar. It involves a thoughtful consideration of the time needed for a thorough and meaningful discussion. Adequate time allocation allows participants to delve into topics, address concerns, and explore potential solutions without feeling rushed. This time cushion ensures that all essential points are covered comprehensively, contributing to better decision-making and problem-solving outcomes.

How much time to allocate for to different types of meetings: 

Stand-up or Check-In: 15-30 minutes

This gives enough time for the supervisor and employee or co-workers to briefly touch base on a specific obstacle or opportunity.

Scheduled stand-ups at the beginning or end of the day. This allows for focused work to get done during the day or previous day and for obstacles and opportunities to arise about which to meet. 

Team Meeting to review interdepartmental work on a project or client account: ~ 1 hr

That would include time for everyone to get present with the meeting, review updates, discuss obstacles and opportunities that have arisen and then to document next actions with due dates.

Schedule these meetings on the first or last day of the week and between 10 a.m. and 2 p.m, which is commonly thought to be the most effective hours of the day.

Leadership Meeting addressing process or company obstacles: ~1.5 hrs

This allows for a similar flow to the previous team meeting while adding additional time so that many perspectives can be shared and all the nuances of the obstacle can be considered before action is taken.

These meetings should be held on a day of the week where the leadership team is least likely to be interrupted. We have found that Tuesdays or Thursdays are good options, and between 10 a.m. and 2 p.m for maximum brain function.

Quarterly Review/Planning: 1/2 day

This amount of time allows for the team to review key data, obstacles and opportunities from the previous quarter’s work and then pivot to looking ahead, perhaps asking the following questions: What data do we track next quarter? What objectives are we working toward next quarter based on what happened previously? What are the timelines and milestones we are committing to? 

The timing of these Quarterly Reviews should coincide with the end of one quarter and the beginning of another. It can be any day of the week but you’ll want to try and find a day where the team is least likely to be interrupted. That can be prevented by choosing a quiet day of the week or by setting the expectation ahead of time with clients and other team members that the attendees of the meeting will be in a high-focus meeting.

Yearly Planning meeting: 1-2 days

When it comes to planning out a whole year of objectives, you’ll want to provide a safe space for brainstorming. Safety can come from removing any time restriction or pressure to come up with the best idea right away. We suggest giving your leadership team one day for brainstorming the next year’s plan and then one day for establishing timelines and milestones. 

When meetings are rushed due to tight schedules, critical details may be overlooked, leading to suboptimal results and frustrated team members who don’t feel heard. By providing ample time, organizations can foster an environment where ideas are thoroughly vetted, opinions are carefully considered, and collaborative efforts are given the opportunity to flourish.

Similarly to a Quarterly Review/Planning Meeting, yearly reviews should coincide with the end of one business year and the beginning of another. It can be any day(s) of the week but you’ll want to try and find a day(s) where the team is least likely to be interrupted. That can be prevented by choosing a quiet day(s) of the week or by setting the expectation ahead of time with clients and other team members that the attendees of the meeting should not be interrupted unless it is an emergency. We also suggest having Yearly Planning Meetings off-site.

What time to hold meetings

Equally important is the consideration of the time of day when scheduling a meeting. The human body and mind have natural rhythms that influence alertness, focus, and overall cognitive abilities. Choosing the right time can make the difference between an engaged, productive session and a lackluster, unproductive one. 

Hold a meeting during the hours when individuals are most mentally sharp to ensure active participation, creativity, and the ability to absorb and contribute meaningfully to the discussion. For instance, early morning meetings might capitalize on fresh minds, while late-afternoon sessions may benefit from the accumulated energy and focus of the day. Avoiding the notorious “afternoon slump” can be crucial for maintaining the attention and enthusiasm of participants.

Consider this scenario: Nobody does yearly planning very well on a Friday afternoon! The end of the workweek often sees individuals winding down, mentally preparing for the weekend ahead. Scheduling a crucial meeting during this time risks diminished engagement, creativity, and overall effectiveness. For each of your team’s meetings, you’ll want to carefully plan when you bring people together so you can get the most out of the time spent gathering.

Additional Strategies for Optimally Timed Meetings

1. **Know Your Team’s Rhythms:** Understand the natural energy patterns of your team. Are they morning people or do they hit their stride in the afternoon? Tailor meeting times to align with the team’s collective energy peaks.

2. **Rotate Meeting Times:** If possible, rotate meeting times to accommodate different time zones and individual preferences. This approach not only demonstrates flexibility but also ensures that everyone has the opportunity to participate at their best.

3. **Consider Meeting Length:** Longer meetings may require additional breaks to maintain focus and productivity. Factor in sufficient breaks, especially for sessions that extend beyond an hour.

In conclusion, the art of scheduling and timing in meetings is a nuanced skill that, when mastered, can lead to more effective and productive discussions. By allocating adequate time and selecting the right time of day, organizations can harness the full potential of their team, fostering creativity, engagement, and ultimately achieve better outcomes. Remember, the success of a meeting often lies not just in what is discussed but also in how and when it is discussed.

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