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Coaching for Leaders

772: How to Measure Your Meeting’s Success, with Rebecca Hinds

39 min episode · 2 min read
·

Episode

39 min

Read time

2 min

Topics

Productivity, Health & Wellness, Remote Work

AI-Generated Summary

Key Takeaways

  • Return on Time Invested (ROTI): After roughly 10% of meetings, ask attendees to anonymously rate the session on a zero-to-five scale, then follow up with one question: what would raise your score by one point? Collecting this anonymously prevents social pressure from skewing results and surfaces actionable redesign feedback, often revealing that fixes belong in pre- or post-meeting async work.
  • Meeting Hours Threshold: Worklytics data identifies ten hours per week in meetings as a key tipping point. Individuals consistently above that threshold are typically using meetings as information exchange or operating in low-trust environments. A "meeting cleanse"—a 48-hour calendar reset—typically recovers time not by deleting meetings entirely but by redesigning them: shorter durations, fewer attendees, async alternatives.
  • Airtime Distribution: Equal airtime is one of the strongest research-backed predictors of team performance. AI tools embedded in meeting platforms can now track who speaks and for how long. Sharing this data directly with attendees—not as surveillance but as self-monitoring feedback—causes over-speakers to dial back and under-contributors to engage more, without requiring managerial intervention.
  • Punctuality Rate as a Signal: Tracking what percentage of attendees arrive on time reveals meeting health. Late arrivals trigger resentment and reduce effectiveness even by a few minutes. When organizers invest visibly in meeting design—clear agenda, defined purpose—attendees reciprocate by arriving prepared and on time, a behavior researchers call "meeting proof" of perceived value.
  • Beware Metrics as Targets: Using efficiency metrics like cost or meeting-hour reduction as primary targets incentivizes cutting the wrong meetings first. One-on-ones, development conversations, and team-building sessions—meetings uniquely suited to human connection—get eliminated before low-value status updates. Metrics should diagnose dysfunction, not drive blanket reduction that strips out collaboration and mentorship.

What It Covers

Rebecca Hinds, author of *Your Best Meeting Ever*, joins Dave Stachowiak to outline five concrete metrics for measuring meeting effectiveness—Return on Time Invested (ROTI), weekly meeting hours, airtime distribution, multitasking rates, and punctuality—while warning against over-indexing on cost-based or efficiency-driven measurement approaches.

Key Questions Answered

  • Return on Time Invested (ROTI): After roughly 10% of meetings, ask attendees to anonymously rate the session on a zero-to-five scale, then follow up with one question: what would raise your score by one point? Collecting this anonymously prevents social pressure from skewing results and surfaces actionable redesign feedback, often revealing that fixes belong in pre- or post-meeting async work.
  • Meeting Hours Threshold: Worklytics data identifies ten hours per week in meetings as a key tipping point. Individuals consistently above that threshold are typically using meetings as information exchange or operating in low-trust environments. A "meeting cleanse"—a 48-hour calendar reset—typically recovers time not by deleting meetings entirely but by redesigning them: shorter durations, fewer attendees, async alternatives.
  • Airtime Distribution: Equal airtime is one of the strongest research-backed predictors of team performance. AI tools embedded in meeting platforms can now track who speaks and for how long. Sharing this data directly with attendees—not as surveillance but as self-monitoring feedback—causes over-speakers to dial back and under-contributors to engage more, without requiring managerial intervention.
  • Punctuality Rate as a Signal: Tracking what percentage of attendees arrive on time reveals meeting health. Late arrivals trigger resentment and reduce effectiveness even by a few minutes. When organizers invest visibly in meeting design—clear agenda, defined purpose—attendees reciprocate by arriving prepared and on time, a behavior researchers call "meeting proof" of perceived value.
  • Beware Metrics as Targets: Using efficiency metrics like cost or meeting-hour reduction as primary targets incentivizes cutting the wrong meetings first. One-on-ones, development conversations, and team-building sessions—meetings uniquely suited to human connection—get eliminated before low-value status updates. Metrics should diagnose dysfunction, not drive blanket reduction that strips out collaboration and mentorship.

Notable Moment

A 1944 CIA predecessor manual advised wartime saboteurs to weaponize meetings—prolonging them with irrelevant topics and bureaucratic process—to cripple enemy operations. Hinds notes that modern organizations have inadvertently adopted nearly identical tactics, not through malice but through the absence of any deliberate meeting design or measurement discipline.

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Episode Transcript

Considering the amount of time we all spend in meetings, it's odd that most organizations do so little on measuring meeting results. If that's sounding familiar, this episode will show you exactly how to get started. This is Coaching for Leaders episode 772. Produced by Innovate Learning, maximizing human potential. Greetings to you from Orange County, California. This is Coaching for Leaders, and I'm your host, Dave Stokhofiak. Leaders aren't born, they're made. And this weekly show helps leaders thrive at key inflection points. Something that is on the mind of almost all of us is meetings. And whether it's a meeting we're leading or a meeting we're attending, we all love to hate meetings, don't we? And we also many of us are charged with bleeding meetings that are going to be successful for the team and for the organization. And one way we can think about that more proactively is how do we actually measure their success? We think a lot about effectiveness of meetings, but we don't necessarily take the next step in order to measure it well. Today, I'm so glad to welcome an expert who's gonna help us think about some of the key metrics we can think about where we can begin and actually begin to put it into practice right away. I'm so pleased to introduce Rebecca Hines. She's a leading expert on organizational behavior and the future of work. She founded and led the work innovation lab at Asana and the WorkAI Institute at Glean where she partners with leading experts to help organizations transform their work with AI. She is the author of the book, Your Best Meeting Ever, Seven Principles for Designing Meetings That Get Things Done. Rebecca, so glad to have you. Dave, thank you so much for having me. I'm looking forward to the conversation. Me too. I've, loved getting into your work and thinking about the leverage point of meetings, which is so critical for so many of us in our work. And I was struck by something you talk about very early in the book of the simple sabotage field manual. This goes way back to World War two and some of the efforts that The US and the allies were utilizing in order to win the war. And a lot of times, we think about battle as guns and, you know, all the things that we traditionally think of with battle, but there is a psychological aspect to it. And there was leadings were a big meetings were a big leverage point on this, weren't they? That's right. So the the simple sabotage field manual was developed in the '19 in 1944 during World War two by the Office of Strategic Services, which was essentially the precursor to the CIA. And this manual, which was pretty recently declassified in the context of when it was written in in 2008, it was essentially meant for ordinary citizens who were living in enemy territory during World War …

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  • by Worklytics

    Worklytics data identifies ten hours per week in meetings as a key tipping point.

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