Could this meeting have been an email?: The new rules for how we gather at work

The new world of work demands more intentional and inclusive meetings. We hope you'll enjoy this mini prep piece before your next meeting.

If the pandemic era forced organisations to question the need for physical offices, the years since have pushed us to rethink something even more fundamental: the meeting itself.

The traditional model, i.e. long tables, fixed agendas, one-way updates, is dramatically out of sync with the realities of the modern workplace. In an environment with AI-enabled workflows, the old style of meetings no longer meets the moment.

Today, organisations are reframing meetings around three core purposes:

- decision-making,
- problem-solving, and
- connection.

Anything outside of these, especially meetings for things like status updates, risks draining productivity.

This shift in the purpose of a meeting also prompts a more intentional choice between in-person and virtual sessions.

In-person interactions remain unmatched for strategic alignment, team chemistry, and nuanced discussions. When psychological safety or trust-building is the priority, a physical gathering goes a long way.

Conversely, virtual meetings continue to excel when speed, inclusivity across geographies, and documentation are essential.

The trick, as most would agree, is not choosing one over the other but knowing "why" you’re gathering.

To make meetings genuinely productive, leaders are increasingly adopting facilitation techniques that encourage equal participation and faster outcomes, such as: rotating moderators, time-boxed discussions, shared digital whiteboards, and using pre-circulated materials. Time-boxed discussions, in this case, refers to setting a fixed amount of time for each task or meeting instead of letting things run indefinitely.

As work becomes increasingly fluid, designing intentional interactions should be something we all aspire to.

The meeting of the future isn’t longer or more frequent - it’s smarter, more human, and built around helping people do their best thinking together.

Let's end with a last round of tips to improve spontaneity and inclusion during meetings:

- Adopt “open mic” moments for quiet contributors to share reflections.
- Use randomised prompts or digital icebreakers to spark creativity.
- Introduce “walk-and-talk” micro-meetings to energise discussions.
- Equip rooms with ambient mics and 360° cameras so remote voices aren’t sidelined.

What are your tips for holding intentional meetings? Let us know by writing to us at editorial@humanresourcesonline.net