10 Tips For Running Effective Team Meetings

Meetings. Let’s be honest; most of them can be a waste of time. Effective team meetings are few and far between. If you shudder everytime you hear your manager utter the words “team meeting” you’re not alone. A survey of 2,000 employees in the UK, France and Germany found that people spend a total of 187 hours in meetings every year. The poll claims 56 per cent of these meetings are usually  “unproductive” – and 66 per cent of those surveyed admitted they make excuses to avoid meetings. 

It doesn’t have to be this way. With some planning and preparation, you can run meetings that are not only efficient and enjoyable, but meetings that drive team collaboration, get decisions made and inspire action.

Here are CatchApp’s 10 top tips for running effective team meetings like a pro.

1 – Do you even need a meeting?

Controversial first point! Before you go on auto-pilot and schedule a meeting, think about whether you really need to take time out of your day to have a meeting at all. Can you achieve everything you want to with an email or phone call instead?

We need to put an end to meetings for the sake of meetings.

2 – Only invite the right people

Meetings often go wrong because there are too many people there, all trying to give their opinions. When arranging your meeting, be selective about who you invite. The fewer people, the better. Make sure all the decision-makers are in the room, as well as people who can influence change. Remember Elon Musk’s rule for meetings – only people who are adding value should be present. 

3 – Have an agenda

You should have an idea of how you want your meeting to go before it starts. Before your meeting, speak to stakeholders about the problems that need to be discussed and resolved. Set out an objective for the meeting, detailing what you need to achieve. Distribute the agenda far enough in advance to be useful, with clear notes about who is responsible for reporting on what information during the meeting. Use the meeting to finalise your plans and actions.

4 – Take notes

Assign someone to be the note-taker in your meeting. This is essential for accountability so you have an accurate record of key input and decisions made. Create an actionable status report to hold everyone to account and send out to the attendees and other relevant stakeholders. 

The art of effective team meetings is to ensure that everyone is on the same page and things actually get done! 

5 – Avoid big egos

If there’s someone who has a big ego and tends to dominate meetings, don’t invite them unless you really have to. Your aim is to create an open environment where everyone can have an input without fear of being judged or talked over. Big egos in these situations can create friction.

Instead, talk to them in advance to get their input and ideas.  Then email them after the meeting with a recap to keep them in the loop.

6 – Set a time limit

Keep meetings short and to the point. 

Meetings don’t have to automatically be half and hour or one hour long. Think about setting a fifteen minute meeting if that’s all it is going to take and then  make sure it doesn’t drag on for an hour. Meetings become time-wasters when they go on for too long.

7 – Location, location, location

Hold your meeting in a location where you can discuss everything without distractions –  a private meeting room if you can. If this isn’t possible and you have to meet in a public place,  find somewhere quiet. No-one can concentrate with the violent hissing of the coffee machine going off in your local coffee bar!

Remember,  CatchApp integrates with Google Maps, so you can add any location to your invitation and it will provide the photo, full address, telephone number, website and reviews to your invitation.  So no-one will ever get lost on their way to your meeting ever again!

8 – Choose the perfect meeting time

When choosing a time for your meeting, remember to factor in travel time. You don’t want people to be late or stressed when they arrive. 

The best way to schedule a meeting time is to use CatchApp. With CatchApp, you can suggest multiple times for a meeting, allowing your attendees to choose the time that’s best for them.

9 – Send meeting invitations

Use CatchApp to send your 1-on-1 or group meeting invitations. You can also set up groups so that you save even more time in the future. Make sure you have accurate contact details and that you spell all their names correctly. 

10 – Fuel Your Meeting

Meetings always go more smoothly if there is food and drink available. If you know what your attendees’ favourites are, lay it on for them. It will always make a good impression.   Don’t forget the soya milk for the non-dairy people – and it’s good to think beyond the basic biscuit tray! 

If you are hosting a meeting in the office, use services like City Pantry or CaterWings. For external meetings use Foursquare City Guide or Google Maps to identify a cool cafe or a fancy restaurant for your meeting.

Our picks to book in for a business power lunch are the trendy Latin American hotspot, Amazonico in London, Grand Bar and Lounge at the Soho Grand Hotel in New York and Italian at Perbacco in San Francisco. 

How effective team meetings  can accelerate your growth 🚀

Best way to schedule your meetings? Download CatchApp. The Meeting Scheduler that’s 100% Free, and Ad-Free!

  • Powerful 1:1 meeting scheduling
  • Juggle dozens of 1:1 meetings with 1 invite
  • Group meetings scheduled super-fast
  • Works with Apple, Google, and Microsoft Outlook calendars

Follow our 10 effective meeting tips and you’ll never doodle uselessly through a boring meeting again! 

Effective team meetings start with proper organisation. Use CatchApp to schedule times that suit all of your attendees. The follow-up confirmations and reminders will make sure everyone is there on time and actually at the right location. All done with a few taps! It couldn’t be easier.

Meetings are crucial for facilitating excellent collaboration, creativity and innovation. They help create positive relationships between team members and ensure proper communication which then leads to business acceleration and growth. However, this only happens when the meetings are well-organised and well-run. 

iOS Meeting Scheduler App - CatchApp


Make effective time management your New Years Resolution CatchApp

Make effective time management your New Year’s resolution

With the arrival of the New Year comes New Year resolutions.  It’s the question on everyones’ lips from the end of December and into the first few weeks of January. There’s no doubt that it’s a great time to reflect on the year just gone and think about what you’ve achieved. Did you do everything you wanted to do, go everywhere you wanted to explore?  Effective time management is key!

And it’s not all about work. It’s important to make time for your personal life and wellbeing too.  There’s only one way to help you achieve more in 2020 and that’s to be clear about your objectives and improve your time management. 

Most people I talk to are busy all the time. There doesn’t seem to be enough hours in the day for them to do everything they want to do. There’s pressure from all sides; work, family, hobbies, the occasional need to sleep. How can you get more from the time you have?

Productivity is a hot topic in the world of work at the moment. Several companies are streamlining costs by reducing the number of personal assistants and leaving tasks such as scheduling meetings to executives, who are already strapped for time. These busy professionals find themselves having to spend several hours a week scheduling meetings and phone calls in their calendar, creating a massive productivity gap of wasted time. We need to find new ways of working to reverse this gap.

In this article, I’ll show you five ways to regain those wasted hours.

1 – Download CatchApp

CatchApp is the all-in-one calendar management solution that minimises the time it takes to set up meetings.

The aim of CatchApp is to reduce the headaches that come with managing multiple meetings with different people, whether they’re personal catch-ups or work meetings. 

I knew something had to be done after it took me nearly two months of endless back and forth emails to schedule two days of meetings with people I wanted to see whilst at a conference in Berlin. Once I got back, I started working on getting the team and the technology together to create CatchApp.

Apple recently chose CatchApp to be its App of the Day for the US App Store. If you are serious about improving your time management, your first New Year’s resolution should be to download CatchApp.


2 – Effective Time Management with CatchApp

Now you have CatchApp on your phone, use it to schedule all your meetings for the next few days, weeks, or even months – in just a few minutes!

With CatchApp, you can set up as many meetings as you like, with as many contacts as you want, with just a few simple taps. CatchApp manages your availability, so you never double-book. Plus, it automatically syncs with your phone’s calendar, so you always know where you need to be. It’ll even send you and the person you’re meeting a reminder before your meeting, so no more no-shows!


3 – Set regular times to complete specific tasks

You are more likely to remember to do something and do it more efficiently if you make it part of your weekly routine. Then, it becomes a habit without you having to think about it.

Whether it’s a job around the home, like putting away the laundry or a task for work like scheduling meetings, set a time in your week to do it. Then, stick to it. 

Friday afternoon is a great time to think about your schedule for the forthcoming week and to arrange all your meetings. Or, maybe you prefer Monday mornings? Find the time that’s right for you.


4 – Batch similar tasks together

You might think you’re a brilliant multitasker, but trust me, you are better when you concentrate on one thing at a time. Avoid the ‘mental switching’ that happens when you try to do different types of tasks in a short time, by batching similar jobs together.

For example, when scheduling your meetings, classify the different types of meetings you want to arrange:

  • 1-1s
  • Coffee catch-ups
  • Skype video calls
  • Internal work meetings
  • Client lunches

Then, choose times for each type of meeting in one go, using CatchApp. It only takes a few minutes to get your entire week or month in order.

One more thing, don’t forget to effective time management means more time to spend with your friends and family!


5 – Protect your time, fiercely!

If you’re feeling the pressure of a busy life, like you’re being pulled in hundreds of different directions at the same time, you need to start taking control of your time. That way, you take control of your life and get better results.


Don’t give other people access to your calendar unless it is essential. Start saying ‘no’ more often if you feel the meeting isn’t crucial. Finally, run your meetings so they start and end on time.

You’ll soon feel that weight lifting from your shoulders.

What will you do with that extra time?

There’s nothing like the feeling of getting your life organised so you can make the most of it. It frees up time so you can do what you want to do; things that make you feel better, physically and mentally. Try it and see.

The New Year is a great time to create new habits. Let CatchApp help you make the most of 2020 and a brand new decade!

Have a great 2020! From Andreas and the CatchApp team.