Meetings are meant to move work forward, not stall it. Yet we’ve all been part of meetings that felt like time drains. As a leader, presenter, or participant, you can make the difference between a meeting that inspires action and one that frustrates everyone.
Here’s your guide: what not to do during a meeting and smarter alternatives you can adopt right away.
1. Don’t Show Up Unprepared
Why it derails: When someone walks in not knowing the agenda, the goals, or even having read relevant documents, the group loses momentum. Wasted time, off-topic tangents, and confusion quickly follow.
I vividly remember a client meeting where a new participant was added at the last minute. They hadn’t reviewed the agenda or the notes from previous discussions, even though those had been shared in advance. As the group began working through priorities, this person started asking questions we had already settled weeks before. The next ten minutes were spent re-explaining background information and rehashing old decisions. The momentum broke, frustration grew, and by the end, far less was accomplished than planned, all because one person walked in unprepared. – Brian Harris
What to do instead:
- Distribute a clear agenda before the meeting (even a simple bulleted list).
- Share prep materials in advance and remind participants to review them.
- Start by clarifying the specific objective and desired outcome.
2. Don’t Talk Over Others or Let Others Talk Without Direction
Why it derails: It’s easy for voices to dominate or for side conversations to emerge. On the flip side, silence takes over when no one knows how to jump in.
One of the quickest ways for a meeting to get derailed is when people talk over each other or when certain voices dominate without direction. I’ve personally been in meetings where I started to share an idea, only to be interrupted, spoken over, or drowned out because of side conversations, and it immediately made me feel like my contribution wasn’t valued. When that happens repeatedly, people shut down and stop offering input altogether, which means the team misses out on fresh perspectives or creative solutions that could have moved a project forward. If we’re not intentional about creating space for everyone to speak, we risk silencing valuable voices and losing opportunities for innovation. – Lauren Cumbie
What to do instead:
- Use a “round robin” approach or gently call on people to share their perspectives.
- Appoint a moderator or facilitator to guide the discussion.
- Encourage quieter attendees to share (e.g., “Sara, what do you think?”).
- Use a “parking lot” for off-topic tangents so the main flow stays on track.
3. Don’t Rely Entirely on PowerPoint or Slide Dumps
Why it derails: Slides alone can turn people into passive consumers. Too many slides, dense text, or reading off them can kill engagement.
I know this is true because of a particular professor I had in college who literally just read off full sentences on her PowerPoint for every lecture. For an hour, she would read, go to the next slide, read again, and repeat. It was mind-numbing, and it took copious amounts of effort to stay focused and engaged. Meetings are no different; you don’t want people struggling to follow (or stay awake!). You should use slides as aids (preferably with short, to-the-point bullets) instead of crutches. – Anna G. Graham
What to do instead:
- Use slides as visual support, not a script.
- Keep visuals simple; charts, prompts, and graphics are most effective.
- Pause for discussion, questions, and reactions.
- Let people interact with content (annotate, whiteboard, comment).
4. Don’t Skip Clarifying Next Steps and Accountability
Why it derails: After the meeting ends, everyone walks away thinking something is happening, but no one owns the task.
What to do instead:
- Before wrapping up, confirm: Who does what, by when?
- Clarify deliverables and deadlines.
- If someone volunteers vaguely, ask them to restate in concrete terms.
- Send a summary with next steps within 24 hours.
Additionally, one of the most valuable ways we use AI is to take notes during video calls. While I have some meetings that are super focused and to the point, I also have meetings that include more personal interaction with the client beyond business. Those connections are important, but they can overshadow action items discussed earlier.
Fortunately, the AI notetaker compiles a list of next steps, questions, and responsibilities. I can then send a follow-up email with a clear bulleted list: what I’m doing, and what I need from the client. Now both of us have in writing what action needs to be taken and who is responsible, providing clarity and accountability. – Bekah Gordon
5. Don’t Forget to Invite Feedback
Why it derails: Without feedback, you’ll never know what’s working or what’s frustrating your team. Meetings can become stale, ineffective, or dreaded.
What to do instead:
- Ask regularly: “What could make our meetings better?”
- Use a quick pulse check at the end (e.g., “one word for how this meeting went”).
- Rotate leadership or structure to keep things fresh.
- Adapt based on what your team tells you.
Typically, broad “Any feedback?” questions rarely get much response. People need direction. Having a few pointed questions ready makes a huge difference: “Does this timeline feel realistic?” or “Is anything unclear about next steps?” These kinds of prompts surface real concerns, clarify misunderstandings, and ensure everyone walks away truly aligned. – Jessica Head
Bonus Pitfall: Don’t Let Technology Be the Distraction
Why it derails: In remote or hybrid settings, tech glitches, silent mics, frozen video, or screen-share struggles can quickly derail focus.
What to do instead:
- Test your tech before the meeting.
- Ask everyone to mute when not speaking.
- Encourage cameras for better connection.
- Run a “tech check” in the first two minutes to get everyone settled.
The Takeaway: Be Intentional
The truth: bad meetings are almost always a result of poor planning, lack of structure, or lack of accountability, not because people or technology are inherently at fault.
Knowing what not to do during a meeting, making small adjustments like setting clear agendas, managing time, encouraging participation, and clarifying ownership, can transform meetings from time-suckers into productivity engines.
Dogwood is a full-service digital marketing agency. Our services include website design and development, social media marketing, graphic design, photography & videography, SEO, digital advertising, and more. We would love to partner with you and promise no boring, unproductive meetings ever. Reach out to us today to learn more.