4 meeting rules every great manager secretly follows
The habits that make meetings productive
Happy Tuesday team,
Let’s talk about evvvveryone’s favourite topic. Meetings.
Meetings used to fill my week, back to back, one bleeeeding into the next and having to run to the loo and make a coffee frantically in between.
I’d dread those days where I was sat for hours, half-listening, half doing emails. But strangely enough, there was also something about it that made me feel… productive. Like being constantly in meetings meant I was important? That I was adding value just by being there.
But by the end of the day, like clockwork, I’d look at my never ending todo list and realise, I hadn’t actually done anything. No deep work. No real thinking. Just a blur of conversations and decisions parked for later.
There was also this weird sense of performance.
Like I needed to have all the answers, keep the energy high, make everyone feel heard, all in 60 minutes, with three Slack pings going off in the background.
Meetings are harder than we give them credit for. They might seem like a routine part of the job, but they test everything… Your clarity, focus, boundaries, confidence, and time management.
And yet, done right, they can also one of the most powerful tools you have. Because every meeting you run is a live reflection of your leadership.
The good news is, with a few shifts, you can turn them from energy-draining chaos into calm, focused, high-performing moments that actually move work forward.
After coaching thousands of managers across industries now, I’ve noticed that the best ones follow 4 simple meeting rules.
Let’s dissect each one:
And by the way, this isn’t something I leave managers to figure out alone. Inside Fresh Start, we spend a full session breaking down the exact meeting rhythms I use to keep engagement high, decisions clear, and targets moving.
It’s practical, tested in real teams, and designed to give you back time, not take more of it. Doors open next week. 150 places only. Join the waitlist.
Rule 1: Time management
Meetings expand to fill the time you give them… So stop giving them so much.
A great leader manages the clock like a pro. They cut noise, keep flow, and respect people’s time.
Try this:
Default to 20-minute meetings instead of 60.
Add an agenda to every invite, even if it’s just 2 bullet points.
Appoint a timekeeper if discussions tend to spiral. Do this yourself too.
When meetings are sharp and structured, they build respect inside the team fast, beacuse we all start respecting each others time more.
Rule 2: Energy & presence
Ever been in a meeting where half the room is on a laptop or replying to messages?
It kills momentum.
Your energy sets the tone. If you look distracted, your team will too. Strong leaders are fully present. Whether its virtual or around a boardroom table, their phone is down and their eyes up.
Try this:
Close all tabs that aren’t relevant before the meeting starts.
Physically face your camera or your team (no half-turned shoulders).
Make written notes to add colour to your thoughts during the session.
Presence means showing people that they have your full attention when you’re with them. When someone feels they have your full attention… No phone, no glancing at other tabs, it sends a clear signal: “You matter. What you’re saying matters.”
People respect leaders who make them feel seen. And you can use your meetings to do that.
Rule 3: Accountability
When something goes wrong in a meeting, pay attention to what happens next.
Weak leaders point fingers: “That’s on Marketing.” “Ops dropped the ball.”
Strong leaders ask, “What could we have done differently to prevent this?”
Accountability is contagious. When you model it, others follow.
Try this:
When a problem is raised, be the first to take ownership, even partially.
Ask your team, “What’s one thing we can control here?”
End every problem discussion with an action, not a complaint.
Strong leaders use meetings to build solutions, not spread blame.
Rule 3: Communication
Contrary to popular belief, the greatest leaders never dominate the room. They aren’t overpowering with their words.
Instead, they’re comfortable with silence, they listen more than they speak, and they make sure everyone’s voice is heard before decisions are made.
Try this:
Before jumping in with an answer open questions like, “What’s your view on this?” or “Who sees it differently?”
Don’t fill every silence. Give people time to think.
Final thoughts
When it comes to meetings, you’ve got a choice: let them run your day, or take control of how you spend those hours that matter most.
Meetings don’t have to be just meetings. They can be a great stage where leadership plays out in real time, and where you create a space for your team to shine too.
Your tone, focus, and follow-through send a message louder than any strategy deck.
If you show up calm, present, and accountable… Your team will mirror that.
What’s the best meeting tip you’ve ever been given? I’d love to hear it in the comments
Peace,
H
P.S. Next week, the doors to my new manager bootcamp open. Fresh Start is the proven 6-week bootcamp, getting managers taking control, earning respect and driving results. Join the waitlist here for all the info.
P.P.S If Fresh Start has been on your mind but you need sign-off, you still have time to ask your boss. You can use my template to do so.
What would be your point of view for team meetings that occur weekly where the majority is working remote- would you say it still needs to follow this structure or can 10min of “socializing” be beneficial?
I'm thankful you went that direction with the Accountability section. I always get nervous when I see "Accountability" expecting people to say something lame like "Hold your team accountable to their commitments!".
Holding others accountable is a myth, you can't do it. You have to enable an environment where everyone is holding themselves accountable to the team, their commitment, etc. and the first step in that is exactly what you mention: modeling it.
Solid write up!