How to Conduct Impactful Meetings with Mamie Kanfer Stewart

Mamie Kanfer Stewart is an expert in effective meetings and people management. We dive into why well-structured meetings are a game-changer for team productivity and organizational success. Mamie shares insights on how to design meetings with purpose, avoid common pitfalls, and navigate the challenges of keeping everyone on track. We explore different types of meetings and their importance, along with key strategies for making them more productive. Mamie highlights the importance of preparation, so you’re never caught off guard and emphasizes the full meeting cycle—from pre-meeting planning to post-meeting follow-up. These steps are essential to improving your team’s communication and outcomes. By the end of the episode, you’ll learn how to shift your meeting culture to one that truly works. Whether you’re dealing with out-of-control discussions or unclear objectives, Mamie’s tips and tools will help you transform your meetings into efficient, results-driven sessions. This is a must-listen for anyone looking to lead more effective and impactful meetings!

What you'll hear in this episode:

• Structuring Effective Meetings

• Types of Meetings and Their Importance

• Desired Outcomes and Meeting Effectiveness

• The Meeting Cycle: Before, During, and After

• How to Get Your Meeting Attendees to Prepare for Meetings

• Why Review at the Beginning of Meetings Isn't Optimal

• The Importance of the Desired Outcome of the Meeting

• Post-Meeting Follow-Up

* Connect with Mamie on LinkedIn

* Find out more information about The Modern Manager

* Find out more information about Meeteor

* Connect with me on LinkedIn

Where to Tune In:

Listen on Apple

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Listen on YouTube

Read it Instead:

The Cost of Ineffective Meetings—and How to Fix Them

Did you know employees waste 30-50% of their time in unproductive meetings? Take a moment to calculate the cost: imagine how much you pay in payroll and subtract nearly half. That’s how much ineffective meetings are costing your business. Shocking, right?

Meetings are essential for collaboration, decision-making, and relationship-building. But when they aren’t run effectively, they can derail productivity and morale. That’s why, on a recent episode of World’s Greatest Boss, I had the pleasure of chatting with Mamie Kanfer Stewart, author of Momentum and host of The Modern Manager podcast. Mamie is a leading expert on creating effective, engaging, and enjoyable meetings. Together, we explored actionable strategies to make meetings work for your team—not against them.

Here’s what you need to know to transform your meeting culture.

Why Meetings Matter (When Done Right)

Meetings are where work gets done, relationships are built, and big decisions are made. But they’re also where time gets wasted when not approached intentionally. According to Mamie, it’s not enough to delete unnecessary meetings or leave them mid-session (as some LinkedIn thought leaders might suggest). Instead, leaders must create a meeting culture that prioritizes efficiency and outcomes.

Here’s the key: Meetings aren’t standalone events. They are part of a cycle that includes preparation, the meeting itself, and follow-up. Let’s break down each phase.

Before the Meeting: Setting the Stage

The success of a meeting starts long before the calendar invite goes out. As Mamie says, “Every meeting must have a desired outcome.” Here’s how to prepare effectively:

• Define the Purpose: Don’t just plan to “review the budget.” Ask, “What outcome do we need?” Examples: a list of priorities, a finalized document, or a decision on next steps.

• Share Pre-Work: If attendees need to prepare, make sure the materials are manageable, digestible, and necessary. Don’t send a 40-page report; share a brief, relevant summary. Include clear instructions on what to review and why it’s important.

• Plan for Success: Decide who truly needs to attend and what tools (slides, collaborative docs) will enhance the discussion. This prep time is an investment that saves far more during the meeting.

 During the Meeting: Staying on Track

Once everyone is in the room (or on Zoom), the focus must shift to execution. Mamie shared simple yet powerful strategies for keeping meetings effective:

• Start with Clarity: Begin every meeting by stating the desired outcome. Share it in the chat, write it on a whiteboard, or display it on-screen for everyone to see.

• Redirect When Needed: If the conversation goes off-topic, gently intervene. Say, “This is an interesting discussion, but is it helping us achieve our goal today?” Redirect the group without shutting down valuable input.

• Encourage Shared Ownership: Productive meetings aren’t solely the leader’s responsibility. Every participant should feel empowered to contribute and call out distractions or inefficiencies.

 After the Meeting: Driving Accountability

The end of a meeting isn’t the end of the process. The follow-through ensures actions get done and momentum is sustained.

• Wrap It Up: Reserve the last five minutes of the meeting to summarize decisions and next steps. Be specific about who owns each task and set deadlines.

• Document Outcomes: Use project management tools like Asana or a shared Google Doc to track tasks. This ensures accountability and keeps everyone aligned.

• Communicate Clearly: If decisions impact people who weren’t in the meeting, take responsibility for sharing updates.

Pro Tip: Resist the urge to review pre-work during the meeting. This wastes valuable time and signals to those who prepared that their effort was unnecessary. Stand firm, and people will adjust to the new norm.

Changing Your Meeting Culture

If your calendar is packed with back-to-back meetings, it’s time to step back and reassess. Mamie recommends involving your team in the process. Host a meeting about your meetings! Discuss what’s working, what isn’t, and how to make improvements together. When your team has a say, they’re more likely to embrace the new structure.

Mamie also emphasizes leading by example: “If you’re the boss scheduling a meeting, make sure you’re modeling good practices.” This trickles down to your team and sets the tone for a productive meeting culture.

Build a Culture of Impactful Meetings

Effective meetings don’t just happen; they’re a skill that leaders and teams must learn and refine. By following these strategies, you can reclaim wasted time, improve collaboration, and boost your team’s productivity. Start small: pick one meeting this week to apply these practices. You’ll be amazed at the difference.

Tools and Resources for Better Meetings

If you’re ready to transform your meeting culture, check out Mamie’s book, Momentum: Creating Effective, Engaging, and Enjoyable Meetings. It’s filled with templates, guides, and actionable steps to help you lead better meetings. You can also explore free resources at Meteor, her training company.

For broader management insights, Mamie’s podcast, The Modern Manager, is another fantastic resource for creating high-performing teams.