How to Fix Meetings by Graham Allcott and Hayley Watts Summary

How to Fix Meetings provides actionable strategies to transform unproductive meetings into efficient, outcome-driven sessions. Graham Allcott and Hayley Watts emphasize the 40-20-40 rule: 40% preparation (clear agendas, defined goals), 20% execution (focused discussions), and 40% follow-up (actionable next steps). The book tackles common issues like poor structure, lack of engagement, and wasted time, offering frameworks for leaders and teams to optimize collaboration.

This book is ideal for leaders, facilitators, and professionals seeking to eliminate unproductive meetings. It’s particularly valuable for managers aiming to foster accountability, teams struggling with decision paralysis, and organizations transitioning to remote/hybrid work models. The authors’ practical advice benefits anyone tired of meetings that lack purpose or results.

The 40-20-40 rule prioritizes preparation (40% effort) with agendas and goal-setting, execution (20%) through structured discussions, and follow-up (40%) with clear action items and accountability. This framework ensures meetings drive progress rather than consume time. For example, pre-meeting surveys and post-meeting summaries are recommended to maintain momentum.

The authors advocate for detailed agendas shared in advance, limiting invites to essential participants, and clarifying desired outcomes. Templates and pre-read materials help attendees arrive informed. A key tip: Cancel meetings lacking a clear purpose or decision-making goal.

1. Fewer, shorter meetings: Replace status updates with async communication.
2. Structured agendas: Define objectives, timebox topics, and assign roles (e.g., facilitator, note-taker).
3. Action-oriented follow-ups: Document decisions, assign owners, and track progress.

The book advises leveraging technology for async updates (e.g., shared docs) and reserving live meetings for collaborative problem-solving. Tips include using video breaks for engagement and tools like Miro or Trello to visualize discussions.

The authors draw from their work with companies like Heineken and eBay, showcasing how structured agendas and follow-up systems reduced meeting time by 30% in some teams. Case studies highlight turning brainstorming sessions into actionable project plans.

While Productivity Ninja focuses on individual efficiency, How to Fix Meetings targets team dynamics. Both emphasize "stealth productivity" tactics, but the latter expands on collective accountability, collaboration tools, and systemic fixes for organizational culture.

Yes. The book advocates auditing recurring meetings, implementing "no-meeting days," and replacing poorly attended sessions with concise written updates. Teams reported higher energy and creativity after adopting these changes.

Allcott and Watts stress creating environments where all voices are heard. Techniques include round-robin speaking, anonymous feedback tools, and facilitators trained to redirect dominant speakers. This fosters inclusive decision-making.

Yes. The book includes agendas, checklists, and scripts for common scenarios (e.g., conflict resolution, brainstorming). Downloadable resources from Think Productive’s website help teams implement the strategies immediately.

With remote work and AI-driven tools reshaping collaboration, the book’s focus on intentionality and human-centric practices remains critical. Updated editions address hybrid meeting challenges, like balancing in-person and virtual participation.