Why Meeting Norms Matter
Key Insights from My Research Study - Part 1

During my research and data collection on the impact of remote and hybrid work on organizational leadership, one theme consistently emerged across participants, including experts in the field: meeting norms. Participants emphasized that establishing clear practices around meetings is essential for collaboration, engagement, a healthier work environment, and overall success.
 

As we explore Part 1 of this topic, I want to share what they revealed and why it remains so important today. Meeting norms may sound simple, but they are essential for sustaining productivity, preventing burnout, and promoting a healthy work-life balance.

​

What Are Meeting Norms?

Meeting norms are best described as agreed-upon rules that guide how teams conduct meetings. They cover everything from how meetings start, to how agendas are shared, to how feedback is given. They can be viewed as a team's guidebook for running effective meetings (Meeting For Goals, 2025).

Organizations and teams that establish clear meeting norms increase the opportunity for more efficient meetings, especially in virtual and hybrid environments. Meeting norms also provides structure, encourages better collaboration, and helps minimize misunderstandings.

burnout, and promoting a healthy work-life balance.

Breaks Between Meetings

Breaks or gaps between meetings are intentional pauses, allowing time to digest the previous meeting and to prepare for the upcoming meeting. It also includes taking comfort breaks or simply taking a moment to breathe. These breaks help improve performance and reduce the strain on our bodies associated with Zoom fatigue or the stress that can accompany back-to-back sessions. Breaks between meetings can help maintain focus, creativity, and provide an opportunity for overall well-being. Leaders play a key role in setting the expectation that these pauses are both valued and necessary.

Set Clear Agendas

Every meeting should include an agenda with clear objectives, and preread material should be shared in advance to keep everyone prepared and on the same page. This helps to improve efficiency, workflow, address needs and outcomes, and prevent unnecessary sessions. Assigning roles such as facilitator, timekeeper, and note-taker helps to keep meetings focused and outcomes-driven.

No-Meeting Day Once A Week

Designating at least one day a week (often Wednesdays or Fridays) as a “no-meeting day” gives team members uninterrupted time to work on high-priority tasks or complex projects. Meeting-free time reduces fatigue associated with back-to-back meetings, helps prevent burnout, and improves overall engagement and job satisfaction.

Looking Ahead...

When meeting norms are in place, teams benefit. Scheduled meeting cycles that allow for breaks, reduce double booking, eliminate back-to-back meeting schedules, and reduce Zoom and Teams meeting fatigue. This allows for more time outside of meetings for preparation, productivity, and better engagement, fostering healthier work practices.

 

Ultimately, not everyone will follow the same meeting habits; some may prefer back-to-back sessions for various reasons, while others need breaks to recharge before the next meeting. Regardless of the norm chosen, the key is to agree on one that best supports your team’s productivity and well-being.

 

What I learned most during my research study still holds true today: small changes in how we meet can make a big difference in how we work. By establishing clear meeting norms, we not only strengthen collaboration but also foster healthier and more sustainable workplaces.

 

In Part 2, we will explore additional benefits of meeting norms, such as creating stronger meeting structures, improving communication, and starting sessions with a few minutes of informal chat/social engagement to strengthen connection, check in on well-being, and more.

 

Reference: Meeting For Goals. (2025, May 14). Meeting norms examples. Meeting for Goals - Meeting Management Software. https://meetingforgoals.com/meeting-norms-examples/