We all know that transforming wasteful meetings into productive ones is one of the most impactful ways we can improve our day-to-day work as Executive Assistants. Meetings are essential for teams to collaborate, share ideas, make decisions, and move projects forward. But let’s be honest—so many meetings are poorly run, unproductive, and frustrating. From our perspective as Assistants, they not only waste time but also take a significant amount of effort to organize.
Research shows that up to 50% of meetings are a waste of time. That’s staggering, isn’t it? Think about all the energy we put into arranging those meetings—the emails, the agendas, the logistics—only to have them fizzle into inefficiency. It’s frustrating, and it adds unnecessary stress to our already full plates.
But here’s the good news: with the right strategies, transforming wasteful meetings into productive ones is absolutely within reach. In this article, we’ll explore Dr. Madeleine de Hauke’s Meeting Medicine approach, packed with actionable tips and tools that can help us make meetings more productive—not just for our executives but for everyone involved.
The 1:1 Meeting Template for Executives and Assistants gives you the steps to ensure that when you have a one-to-one meeting with your Executive, you get through all the work you need to cover and maximise your time together.
The first step to transforming wasteful meetings into productive ones is awareness. As Executive Assistants, we’re often at the center of the meeting universe, organizing schedules, managing invites, and keeping everything on track. But how often do we stop and think about whether these meetings are even worth having?
Dr. Madeleine de Hauke, a medical doctor turned meetings expert and executive coach, emphasizes that awareness is curative—once we spot the issues, we can fix them. She suggests asking five key questions to help us understand our current meeting culture:
How many hours does your manager spend in meetings on a typical day?
We know our Executives’ schedules better than anyone. By tracking how much time they’re spending in meetings, we can start to see patterns. Are they over-committed? Are they spending hours in meetings that don’t move the needle?
How many hours do you spend on meeting-related tasks daily?
Let’s be real: prepping for meetings takes time. Agendas, follow-ups, room bookings—it all adds up. By identifying how much of our time is spent on these tasks, we can streamline the process and focus on transforming wasteful meetings into productive ones.
What are your biggest frustrations about meeting-related tasks?
Is it last-minute changes? Unclear agendas? Not knowing the purpose of a meeting? These are the pain points we need to address to work smarter, not harder.
What are the implications of these problems for you, your work, and your team?
Unproductive meetings don’t just waste time—they can derail our workflows and leave us playing catch-up. Being clear about the impact helps us make the case for better practices.
What are your manager’s biggest frustrations about the meetings they attend?
We’ve all heard the complaints: too many meetings, not enough focus, or decisions left unresolved. By understanding their pain points, we can help them embrace transforming wasteful meetings into productive ones and build a better approach together.
Once we’ve identified the challenges, it’s time to apply the cures. Dr. Madeleine de Hauke has created four “Meeting Medicines,” captured by the acronym COPE: Captain, Outcome, Process, and Equity of Thought. As Assistants, even if we’re not in the room during the meeting, we have an enormous role to play in making sure these medicines are applied.
Every meeting needs a leader—a captain—to steer the ship. While we might not always be the captain ourselves, we can help our executives take the lead effectively.
By supporting our executives in this way, we’re actively transforming wasteful meetings into productive ones.
Have you ever scheduled a meeting and wondered, “What’s the point of this?” We’ve all been there. Every meeting needs a clear and specific outcome. Before you say yes to adding something to your executive’s calendar, ask yourself (and the requester):
By insisting on a purpose for every meeting, we’re taking a huge step toward transforming wasteful meetings into productive ones.
A good meeting doesn’t happen by accident—it requires a solid plan. While we may not be in the meeting ourselves, we can help lay the groundwork.
When we plan effectively, we set everyone up for success, and we’re furthering our mission of transforming wasteful meetings into productive ones.
We know that the best decisions come from diverse perspectives. While we’re not in the room to ensure this happens, we can suggest ways to foster equity.
By creating an environment where all perspectives are valued, we’re helping our executives make better decisions and transforming wasteful meetings into productive ones.
Now that we’ve applied the Meeting Medicines, let’s talk about preventing common meeting problems before they derail productivity. As Assistants, we’re often the ones keeping things running smoothly behind the scenes.
Dr. Madeleine de Hauke suggests creating a team agreement that answers two key questions:
How can we prevent a specific pain point from happening during the meeting?
For example, we might recommend banning devices to minimize distractions or setting clear start and end times to avoid overruns.
What will we do if that pain point arises during the meeting?
Maybe it’s appointing a timekeeper to refocus the group or agreeing to table unresolved issues for a later discussion.
By helping our executives and teams anticipate and address these challenges, we’re actively transforming wasteful meetings into productive ones.
Meetings don’t have to be a drain on our time and energy. With the right tools and strategies, transforming wasteful meetings into productive ones is something we can all achieve. By applying Dr. Madeleine de Hauke’s Meeting Medicine approach, we’re not just making meetings better—we’re making our roles as Assistants even more impactful.
I know how much effort we put into making meetings happen, and I also know how frustrating it is when they’re not worth the effort. That’s why I encourage you to check out our Effective Meetings Online Course. It’s designed specifically for Assistants like you, with practical tools and insights to help you master the art of transforming wasteful meetings into productive ones.
Join us today and take the first step toward creating a meeting culture that actually works. Your executive, your team, and—most importantly—you will benefit from the transformation.
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