How to create meetings that you could sell tickets to!
Is your inbox groaning with unread emails? Does it feel like you’re constantly in meetings, with little time to follow up on the actions that were assigned?
Well, it turns out that you are not alone! We have some stats to share. According to Microsoft’s telemetry data (2025), the average person receives 153 Teams messages and 117 email messages every day. That’s a total (on average!) of 270 messages a day, or one message every 1.8 minutes of a working day.
If this doesn’t feel overwhelming enough, Microsoft’s data also shows that we experience 275 interruptions each day and that 57% of our meetings are ad-hoc, i.e. no calendar invite.
So, the question is: when we are all so busy, with days that are filled with interruptions, how can we ensure that we respect each other’s time, while also making sure that the appropriate people show up prepared and engaged at our meetings?
Invite them to the party!
Imagine your meeting is a party. What would need to be in place to persuade others to attend, stay for the duration, and tell others about it afterwards?
Send a decent invite – why do I want to go? Describe the purpose and value of the meeting, and what they can expect. Sharing an outline creates real clarity and is respectful of other’s time.
Break the ice – make introductions and ask easy, non-confrontational questions. Start with a simple, interesting, and relevant question that kicks the meeting off on the right foot, and demonstrates openness and collaboration.
Don’t do all the talking – don’t take over your own party. Share short introductions, then provide room for input from others.
Notice who’s hanging out on the sidelines – make sure everyone feels included. Invite quieter voices without spotlighting them unnecessarily. We love to reference them initially (to highlight that we value their input) and then go back to them later and ask them to share some of their insights.
Manage the chat hogs – play the ultimate party host and control the dominating voices. Thank those with loudest voices, then make space for others.
Offer different methods of participation – it’s unlikely that everyone wants to dance around a handbag, so offer some alternatives! Think about how attendees can engage in your meeting: pairs, small groups, or written ideas ahead of the meeting are some options.
Keep your vibe radar on – monitor the atmosphere in the room. Navigate questions, challenge or disagreement with respect and confidence, and help everyone to stay open to all options.
Keep the party moving – refill drinks, light a fire as it gets dark, and keep your party guests smiling. Balance contributions with time, bring wandering conversations back into the room, thank valuable input, and keep the meeting’s purpose front and centre.
Provide quality party bags – think about what guests will take home with them. Share the combined value of individual contributions, provide a pocket-sized summary of progress and agreements, and give a clear outline of next steps
We all experience multiple demands on our time, and it is human nature to prioritise the things that look the most interesting. Organise your next meeting with as much enthusiasm as you would give to a party, and it is likely that you will reap the benefits. Try it and let us know how you get on! You’re In Cool Company.
