Never waste time again, no meeting without an agenda

One of the first meetings at the start of MICE DESK. A lot has happened since then.

Why good meetings make the difference

Meetings have a bad reputation. They're considered inefficient, unnecessary, and frustrating. But our experience paints a different picture: Meetings are where teams make real progress. They create space for creative exchange, informed decisions, and a clear allocation of tasks. The problem isn't the idea of meetings, but how they're often implemented.

Scientific studies support this view: Managers today spend over 20 hours per week in meetings, compared to less than 10 hours in the 1960s. It has been shown that well-structured meetings increase job satisfaction and correlate positively with company success . This makes it all the more important to establish clear rules and efficient structures.

Why well-structured meetings are essential today

Meetings have changed in recent decades. The world of work has become more complex, with hybrid models and asynchronous communication shaping our everyday lives. Yet meetings remain the central place for exchanging and developing ideas.

In our experience, the key lies in clear structures: Every meeting requires a pre-determined agenda. At the beginning of each meeting, we also ensure that the tasks from the previous meeting are reviewed and documented. This process prevents unnecessary to-do lists and ensures that work progresses in a targeted manner.

Discipline is especially crucial in hybrid meetings. Studies show that high-performing teams work more efficiently with clear agendas and check-ins . These practices have become essential for us as well.

Structure and clear tasks: The role of AI in meetings

We've often seen how unstructured meetings not only waste time but also frustrate the team. A breakthrough in our meeting philosophy was the use of AI. Our solution automatically creates minutes, documents decisions, and assigns tasks with deadlines. What's special about it: The minutes are consolidated so they can be used in different contexts. This saves an incredible amount of time because no team member has to create the minutes themselves, and long notes and transcripts are no longer necessary. At the same time, each meeting participant is automatically assigned the tasks intended for them.

This is a huge relief for us. Everyone on the team can be sure that no tasks will be forgotten – and our CEO no longer stays awake at night remembering an unfinished to-do. Studies by meeting expert Steven Rogelberg show that unproductive meetings not only reduce job satisfaction but also promote emotional irritability. The right technology helps prevent these negative effects.

Clarifying expectations: The key to successful meetings

An often underestimated aspect is clarifying expectations. We've learned that only meetings with clear objectives can be productive. Before each meeting, the organizer asks participants what they expect and what they want to achieve. This simple step makes a big difference and ensures that the meeting remains structured and goal-oriented.

Studies show that constructive behavior in meetings directly correlates with company success. When everyone focuses on a common goal, not only efficiency but also team satisfaction increases.

Meetings as a reflection of company success

Meetings are a reflection of corporate culture. Research by Nale Lehmann-Willenbrock shows that a good meeting culture is an indicator of a company's success. For our team, meetings aren't just work time, but a place where ideas develop and teams come together. This can also be a virtual space. In our case, it's very often, because around 70% of our employees work predominantly remotely.

Personal contact is also particularly important to us. Even though hybrid meetings are essential in many situations, informal exchange in face-to-face meetings remains invaluable. The best ideas often arise where there's room for spontaneous discussions. Therefore, some team members arrange for us to meet every two weeks in our Leipzig office for a large team meeting. Once a year, we hold our workation, where the entire team comes together for a week to work together, not just virtually but live and in person. We also offer other opportunities for informal exchange and team building, such as our quarterly team meetings or the annual Christmas party in Leipzig. But that's more material for a separate article :-)

Conclusion: Efficient meetings shape the future

Meetings aren't a necessary evil, but an opportunity that deserves to be embraced. With clear rules, technical support, and a focus on structure and expectations, they can become a driver of progress and success.