014 How to actually get something out of a meeting (yes, really)

Let’s be honest: not all meetings are created equal. Some leave you inspired and aligned. Others… well, let’s just say you’re not the only one checking your inbox or Instagram halfway through.

But here’s the secret most people don’t talk about: even the most beautifully planned meeting still relies on participation to make it worthwhile. Sometimes the planner has to be the participant. So how can you make sure your next meeting is actually effective when you’re the attendee and NOT the planner?

Here are five smart, simple ways to show up like an ideal participant and walk out with value:

1. Know Why You’re There

Before you walk into the meeting room (or log into a remote meeting), try to figure out:

• What’s the purpose of this meeting?

• What do I need to accomplish or contribute?

• What info or decisions do I need to leave with?

Even if the agenda is light, you can still find your own “why”—and that intention alone will help you focus.

2. Do 2 or 3 Minutes of Prep

No, we’re not talking about flashcards or spreadsheets. Just skim the agenda (if it was shared), bring any necessary docs or talking points, and write down any questions or insights you want to share.

It’ll keep you from scrambling mid-meeting and shows respect for everyone’s time—including your own.

3. Be Fully There (Not Half-On/Off)

This might sound obvious, but we all need the reminder:

• Silence your notifications.

• Close the extra browser tabs.

• Resist the urge to multitask.

If you’re in the room, be in the room. And if you’re remote, act like you’re not muted—because you probably won’t be the one who forgets… until it matters.

4. Contribute with Purpose

You don’t have to talk just to talk. But meetings are better when everyone’s voice is heard—especially yours.

Whether it’s a quick update, a helpful question, or a solution nobody’s thought of yet, be ready to share your perspective clearly and concisely. Research* shows that contributing is the best way to get the most out of a meeting.

Bonus tip: if you’re someone who usually holds back, make a goal to speak at least once. If you’re the over-sharer (we love you too), practice editing yourself down to the essentials.

Bonus planner tip: research* also shows that having a presentation or screen share option increases attendee engagement at meetings.

5. Follow Through After the Meeting

Here’s where the magic happens: action.

Check your notes or follow-up email as soon as possible, while it’s fresh. Put your tasks on your to-do list (or even better, in your shared Planner board if you’ve got one). Follow up on what you promised. Send that doc. Reply to that stakeholder. Trust us—future you will be grateful.

One Last Thought:

You don’t just attend meetings. You help them succeed. Even if you’re not the one booking the rooms or managing the agenda, your mindset and actions make a difference. And when participants show up ready, meetings don’t just feel more productive—they are.

Want more resources to help make meetings smoother? Subscribe to Meetings Academy for free guides, checklists, and tips designed by certified meeting planners who’ve been in your shoes.

*Research: Hosseinkashi, Y., Tankelevitch, L., Pool, J., Cutler, R., & Madan, C. (2024). Meeting effectiveness and inclusiveness: large-scale measurement, identification of key features, and prediction in real-world remote meetings. Proceedings of the ACM on Human-Computer Interaction, 8(CSCW1), 1-39.