The average employee wastes 31 hours per month in unproductive meetings.
Here’s how to structure your meetings to buy back your time.
🧵
Have a Strong Agenda
A strong agenda keeps meetings focused. Before the meeting, outline:
✅ Objective: What’s the purpose? (e.g., "Finalize marketing budget")
✅ Topics: List key discussion points in order of priority
✅ Time Allocations: Assign time blocks to each topic to stay on track
✅ Participants & Roles: Identify who leads each section
Send the agenda at least 24 hours in advance so attendees can prepare.
Take Effective Meeting Notes
Good notes capture key points, decisions, and next steps. Here’s how:
🔹 Record Key Takeaways – Focus on decisions made, action items, and deadlines
🔹 Use Short Sentences & Bullet Points – Avoid writing everything verbatim
🔹 Mark Action Items Clearly – Assign tasks with names and deadlines (e.g., "John to finalize Q2 budget by Friday")
🔹 Clarify & Summarize – At the end of the meeting, quickly review the action items with the group
3. AI-Powered Note-Taking Tools
AI tools can automate and improve note-taking:
🚀 Otter.ai – Transcribes meetings and highlights key points
🚀 Fireflies.ai – Records, transcribes, and summarizes calls
🚀 Notion AI – Assists with structured note-taking and organization
🚀 TL;DV – Records and timestamps important moments in Zoom meetings
After the meeting
📩 Send a summary to all participants with key decisions and action items
📅 Follow up before the next meeting to track progress
Which AI note-taking tool do you use?
