Transforming Meetings from a Drain to a Gain: The Science Behind Effective Meetings by Steven Rogelberg

Meetings are an essential part of professional life. Whether brainstorming new ideas, aligning teams on strategic goals, or solving critical issues, they serve as the backbone of decision-making and collaboration within organizations. However, all too often, meetings are seen as unproductive, energy-draining obligations that disrupt workflows and offer little value.

Steven Rogelberg, a renowned organizational psychologist and expert on the science of meetings, challenges this perception with a transformative framework for conducting meaningful and productive meetings. At the core of his approach lies the concept of the stewardship mindset, which reframes how leaders should think about meetings. This mindset emphasizes valuing participants’ time, fostering engagement, and designing meetings with purpose and intentionality.

For high-stakes environments like Norges Bank Investment Management, where efficiency, innovation, and collaboration drive success, Rogelberg’s principles offer actionable insights to maximize the value of every meeting. Let’s explore his methodology and understand how to turn meetings into powerful tools for progress, engagement, and innovation.

The Stewardship Mindset: Redefining the Purpose of Meetings

The cornerstone of Rogelberg’s philosophy is adopting a stewardship mindset, which positions meeting leaders as custodians of participants’ time and energy. This mindset shifts meetings from being habitual or obligatory events to purposeful interactions that create tangible value. The stewardship approach involves three key responsibilities:

1. Valuing Participants’ Time: Leaders should recognize time as one of the most precious resources and treat every attendee’s presence as a significant investment. Meetings should only be held when absolutely necessary, and each minute spent should be worthwhile.
2. Intentional Design: Meetings must be carefully planned with clear objectives, structured agendas, and actionable outcomes. Every detail, from the list of invitees to the timing and format of the meeting, should align with its intended purpose.
3. Creating Value for All Participants: Meetings should leave attendees feeling that their input was heard and their time was well spent. When meetings are productive and engaging, they not only serve their immediate purpose but also enhance team cohesion and morale.

Strategies for Elevating Meetings

Rogelberg identifies three critical phases of meetings—preparation, execution, and follow-up—and provides strategies for each phase to maximize effectiveness.

1. Preparation: Setting the Stage for Success

Meetings often fail before they even begin due to poor planning. Rogelberg emphasizes the importance of intentional preparation to ensure meetings are necessary, focused, and outcome-driven.

• Define a Clear Purpose: Every meeting should answer the fundamental question: “Why are we meeting?” The purpose should be specific and measurable, avoiding vague objectives like “status updates.” Instead, focus on problem-solving, decision-making, or generating ideas.
• Create a Focused Agenda: Develop an agenda framed as questions to be answered, not just topics to discuss. For example, replace “Project Updates” with “What are the three biggest risks to Project X, and how can we address them?” This approach encourages participants to come prepared with insights and solutions.
• Limit the Guest List: Smaller meetings are more effective. Only invite individuals whose participation is essential to the discussion or decision-making process. Extra attendees dilute focus and can lead to disengagement.
• Set Appropriate Time Limits: Avoid default one-hour meetings. Instead, tailor the duration to the complexity of the agenda. Some meetings may only require 15 or 30 minutes to achieve their objectives.
• Engage Participants Beforehand: Solicit input from attendees when crafting the agenda. Ask them what topics or challenges they feel need addressing. This not only fosters buy-in but also ensures the meeting is relevant and comprehensive.

2. During the Meeting: Energize, Engage, and Focus

Once the meeting begins, maintaining focus, energy, and engagement is critical. Rogelberg provides several strategies to optimize this phase:

• Start with Energy: Begin meetings with a positive tone to set the mood. A brief acknowledgment of recent successes, a motivating statement, or a quick check-in can energize participants and establish a productive atmosphere.
• Encourage Active Participation: Meetings are collaborative opportunities, not one-way communication platforms. Leaders should actively involve all participants by:
• Stick to the Agenda: Keep discussions on track by gently redirecting off-topic conversations. The agenda serves as a roadmap, ensuring the meeting stays focused on its purpose.
• Use Question-Oriented Agendas: Frame agenda items as questions to be answered. This approach naturally drives problem-solving and ensures discussions are productive.

3. Follow-Up: Turning Discussions into Action

A meeting’s value is realized only when its outcomes are effectively implemented. Rogelberg emphasizes the importance of clear conclusions and accountability:

• Summarize Key Takeaways: Before ending the meeting, recap the main decisions and action items. Ensure everyone understands their responsibilities and deadlines.
• Set Clear Deliverables: Assign specific tasks to individuals, clarifying expectations and timelines. This avoids confusion and ensures accountability.
• Solicit Feedback: Regularly ask attendees for input on how meetings can be improved. Feedback loops foster a culture of continuous improvement and signal that leaders value participants’ experiences.

Benefits of Effective Meetings

When leaders adopt Rogelberg’s stewardship mindset, the transformation extends beyond individual meetings. The ripple effects can significantly enhance team dynamics and organizational performance:

1. Enhanced Productivity: Time spent in meetings is time taken away from other tasks. Efficient meetings ensure participants leave with clear outcomes, reducing the need for follow-ups and enabling teams to focus on their core responsibilities.
2. Improved Decision-Making: Smaller, purpose-driven meetings foster deeper engagement and better-informed decisions.
3. Stronger Collaboration: Inclusive and respectful meeting practices build trust, morale, and team cohesion.
4. Organizational Agility: Well-structured meetings streamline communication and coordination, enabling faster responses to challenges and opportunities.
5. Higher Employee Satisfaction: When meetings are productive and respectful of time, participants feel valued and more motivated to contribute.

Continuous Improvement: The Key to Sustained Success

Rogelberg emphasizes that effective meeting practices require ongoing reflection and refinement. Leaders should:

• Regularly Evaluate Meetings: Assess whether meetings achieve their objectives and provide value to participants.
• Act on Feedback: Be open to trying new techniques and approaches based on attendee suggestions.
• Normalize Conversations About Meetings: Create a culture where discussing meeting efficacy is routine, ensuring continuous improvement is a shared goal.

Application in High-Stakes Environments

For any organizations, where meetings often involve critical decisions and large-scale projects, Rogelberg’s principles are especially impactful. Leaders can:

• Reassess Meeting Practices: Evaluate whether current meetings align with the principles of intentionality, respect, and value creation.
• Train Meeting Facilitators: Equip leaders with skills to energize and engage participants, keep discussions focused, and drive actionable results.
• Embed Feedback Mechanisms: Use surveys or informal discussions to gather ongoing input on meeting effectiveness.
• Institutionalize the Stewardship Mindset: Incorporate these practices into the organization’s values, ensuring they become standard operating procedures.

Conclusion: Meetings as Strategic Investments

Steven Rogelberg’s research offers a revolutionary perspective on meetings: they are not merely a necessary evil but a strategic opportunity to create value, foster collaboration, and drive progress. By adopting the stewardship mindset and implementing evidence-based strategies, leaders can transform meetings from energy-draining obligations into dynamic tools for achieving organizational goals.

In today’s fast-paced business environment, where time is one of the most precious resources, mastering the art of effective meetings is no longer optional—it’s essential. When approached with intentionality, respect, and purpose, meetings can become a cornerstone of innovation, productivity, and team success.

Source: I took inspiration for the this podcast.

And this one Make your meetings count.

Disclaimer: The views and opinions expressed in this article are solely my own and do not constitute recommendations, endorsements, or advice regarding any specific product, service, or company.