How long should a meeting last? The answer is simple: as short as possible and as long as necessary. In practice, we often see that meetings typically last an hour. That isn’t always necessary, of course. It’s mainly scheduled because it fits easily into the diary and, strangely enough, we humans always manage to fill the time. It’s a bit of a shame, really, because it doesn’t guarantee greater success.
Actually, the question shouldn’t be: how long should a meeting last, but rather: how long can you meet effectively? We’ll explore this in more detail here.
How long do people listen attentively?
If you’ve searched for this topic, you’ve probably already realised: people’s concentration is limited. And you notice this quite quickly during meetings. Research shows that our attention gradually wanes during presentations and meetings. That’s why many experts recommend incorporating interaction, movement or a new activity every 20 to 30 minutes. Otherwise, attention levels drop and people are more likely to lose focus.
So it’s wise to keep your meeting as short as possible. But that doesn’t mean your meeting can’t be long. You do, however, need to bear in mind that:
- Concentration levels start to wane after half an hour
- Discussions become less heated
- Decisions take longer
That’s why you’re seeing shorter meetings or meetings split into blocks more and more often. Do you already know that your meeting is going to run over? Then make sure to build in a proper break. For example, by taking a coffee or toilet break, having lunch together or holding a completely different session.
What does this mean for your meeting?
These figures are interesting, of course, but what do you actually need to take into account? We usually stick to the following timeframes:
- Updates or brief discussions: 15–30 minutes
- Decision-making: 30–45 minutes
- In-depth sessions: max. 60–90 minutes (including a break)
- Workshops: several sessions of up to 60 minutes each
It can be longer, but make sure you deliberately build in breaks.
What affects concentration?
Of course, it’s not just the clock that determines how long you can effectively hold a meeting. There are several factors that influence your participants’ attention and energy levels. We’ve listed them below.
1. The purpose of the meeting
A clear focus helps. If everyone knows in advance exactly what the meeting is about and what it is intended to achieve, people are generally able to maintain their concentration for longer. One of the tips we always give to help maintain focus is: start with a clear question. For example: “What campaign strategy are we going to use for the launch of our new service?”
2. The energy in the room
A meeting at the end of the afternoon feels different from one in the early morning. Group dynamics also play a part. Active participants keep each other on their toes. So make sure you actively engage your participants in the meeting. You can do this by assigning a role to everyone. It is therefore important to actively monitor the energy levels during a meeting. For example, alternate listening with interaction, ask the group questions or, for longer sessions, build in a short break. The chair also plays an important role in this. They can actively involve participants in the discussion, invite quieter people to share their views and create an atmosphere in which everyone feels free to contribute.
3. The format of the meeting
The format of the meeting also plays an important role in how long you can hold people’s attention during a meeting. Just listening to a single speaker? People are more likely to lose interest. So make sure there’s interaction, a Q&A session and encourage discussion(s). This keeps people engaged and means the meeting can go on a little longer.
4. The surroundings
A stuffy room with no natural light isn’t helpful. Neither are poor-quality, uncomfortable chairs, distracting noises or equipment that isn’t working. A pleasant environment makes it easier to stay focused. At Jaarbeurs MeetUp, we’ve thought of everything. In the Beatrix Building, you’ll find our conference centre with 30 different meeting rooms, all featuring natural light, top-of-the-range equipment and climate control, suitable for 2 to 240 participants.
5. The length of the agenda
An overloaded agenda leads to rushed discussions. But too little structure, in turn, leads to unnecessary delays. Both therefore affect how your meeting proceeds. So take a close look at the agenda before you circulate it and indicate, for each item, how long the discussion is likely to take.
Less time, better results
How long a meeting should last therefore depends on its purpose, the group and the format. But one thing is clear: shorter, more focused meetings often work better than longer, more detailed ones.
By being mindful of the duration of your meeting, you can avoid wasting time and ensure that everyone remains engaged. And have you ever considered holding meetings standing up? It’s no coincidence that many Scrum teams hold daily stand-up meetings.
The right environment helps you stay focused
At Jaarbeurs MeetUp, you’ll find meeting rooms designed to facilitate effective meetings. What’s more, we’ll have everything set up for you in advance, and our rooms are equipped with plug-and-play equipment. All you need to do is start the meeting. We’re here for you!
