Smart tools to simplify meetings and improve workflows

Meetings are where ideas come alive, and decisions take shape. Or that’s the idea. But we’ve all sat through soul-sucking sessions where time stands still, action points are unclear, and good ideas get lost.

We look at common meeting struggles, the best collaboration tools, and practical tips to make your meetings count.

Challenges of meetings

Whether it’s a quick catch-up or a big client pitch, meetings come with their fair share of challenges.

• Managing remote and hybrid participants

Keeping in-person and virtual attendees on the same page isn’t always easy. Remote team members can struggle to get a word in when in-room conversations take over, and dodgy connections or lagging audio don’t help.

• Inefficient note-taking and follow-ups

Scribbled notes and vague action points are a recipe for confusion. Without a simple way to capture decisions and follow-up, good ideas often slip through the cracks.

• Lack of focus

It’s easy for meetings to go off the rails. Unclear structure, side conversations, and constant pings from phones and laptops make it hard to stay productive.

• Unclear objectives

If no one’s sure why they’re there, the meeting’s bound to wander. Without clear goals, discussions ramble, and tangible outcomes can get lost in the noise.

• Unfit tools

The wrong tools can really slow things down. Clunky software or outdated systems make even simple tasks like scheduling or working together feel harder than they should.

• Miscommunication

When things aren’t explained clearly or people interpret them differently, mistakes happen. Misaligned teams and mixed messages can derail even the best-laid plans.

How to set up productive meetings that maximise employee engagement

Any good meeting starts with smart planning. Here are 10 top tips to get the most out of your time together:

1. Set clear objectives

What do you want to achieve? Knowing the goal helps keep discussions focused and prevents time-wasting tangents.

2. Create an agenda

A well-structured agenda keeps everyone on track. Outline key topics, assign time for each, and leave room for questions or input. Share it before the meeting so everyone knows what to expect.

3. Prep participants

Make sure everyone has what they need beforehand – a report, data, or a quick brief so you can skip the catch-up and dive straight in.

4. Limit numbers

Only invite people who really need to be there. Smaller groups stay focused and get more done. If others need to know what happened, send a quick summary afterwards.

5. Schedule strategically

Pick a time when people are at their best. Avoid busy periods, early mornings, or the crunch before deadlines. For global teams, consider time zones so everyone can join in.

6. Keep it short

Aim for concise meetings that respect everyone's time. A shorter meeting is often more effective than a longer one where people may lose energy and focus.

7. Choose a facilitator

A strong facilitator keeps the meeting on track, encourages everyone’s input, and steers conversations back to the agenda if they drift.

8. Choose your tools

Pick the tools to match your meeting’s goals – improving engagement, streamlining note-taking, or tracking outcomes – so you get the best results.

Discover our 7 best collaboration tools for 2025

9. Break it up

For longer meetings, use breakout sessions for small-group discussions. This encourages deeper insights, allows quieter voices to chip in, and keeps energy levels up.

10. Follow up effectively

Send a quick follow-up summarising key points, decisions, and action items to keep momentum going and highlight what happens next.

By combining smart planning with the right tools, you can turn every session into an opportunity for collaboration, clarity, and action that delivers real results.

For personalised, 1-2-1 support on smart tools, chat to our V-Hub digital advisers.