772: How to Measure Your Meeting’s Success, with Rebecca Hinds - Coaching for Leaders Recap

Podcast: Coaching for Leaders

Published: 2026-03-02

Duration: 39 minutes

Guests: Rebecca Hinds

Summary

Rebecca Hinds discusses how organizations can effectively measure the success of their meetings beyond just costs and time. She introduces the concept of Return on Time Invested (ROTI) and other metrics to improve meeting productivity and team performance.

What Happened

Rebecca Hinds, an expert in organizational behavior, addresses the widespread inefficiency in meetings and introduces her book 'Your Best Meeting Ever: 7 Principles for Designing Meetings That Get Things Done.' She explains that while many organizations measure the cost and time of meetings, these metrics alone fail to capture the full picture of a meeting's success.

Hinds suggests using Return on Time Invested (ROTI) as an anonymous survey to gauge the effectiveness of meetings. This method involves asking attendees if the meeting was a good use of time and how it could be improved. She recommends conducting such surveys sparingly - about 10% of the time - to avoid survey fatigue.

Another critical metric she discusses is the equal distribution of speaking time. Hinds notes that teams with balanced airtime among members tend to perform better. This transparency should extend to any technology used to collect data during meetings.

Hinds also touches on the importance of punctuality and attendance as indicators of how much employees value meetings. She warns that excessive meeting hours, particularly if they exceed 10 hours per week, necessitate a reassessment of meeting structures and objectives.

The episode highlights the historical misuse of meetings for sabotage, as referenced in the Simple Sabotage Field Manual from 1944, contrasting it with today's potential to optimize meetings using technology and analytics. Hinds emphasizes that while efficiency is crucial, some meetings, like one-on-ones, are irreplaceable for team-building and mentoring.

She concludes by cautioning against using metrics as rigid targets, as this can lead to counterproductive behaviors. Hinds advocates for a balanced approach that considers the qualitative aspects of meetings to truly enhance productivity.

Key Insights

• Return on Time Invested (ROTI) surveys, used sparingly at 10% of meetings, offer more nuanced feedback than just tracking time and cost. They ask attendees if the meeting was worthwhile and seek suggestions for improvement, which can reveal hidden inefficiencies.
• Teams achieve higher performance when speaking time is evenly distributed among members. This balance fosters a sense of collaboration and ensures diverse perspectives are heard, challenging the traditional power dynamics often present in meetings.
• Meetings that take up more than 10 hours a week may signal a need to reevaluate their structure and purpose. Excessive meeting hours often indicate inefficient practices rather than productive engagement.
• During World War II, meetings were deliberately used for sabotage, as per the Simple Sabotage Field Manual of 1944. Today, leveraging technology and analytics can transform meetings from potential time-wasters into efficient, productive interactions.

Key Questions Answered

What is the Return on Time Invested (ROTI) metric introduced by Rebecca Hinds?

ROTI is a survey method used to assess whether a meeting was a good use of time. It involves asking attendees to rate the meeting and suggest improvements, helping organizations measure meeting effectiveness beyond just cost and duration.

Who is Rebecca Hinds and what is her expertise?

Rebecca Hinds is an expert on organizational behavior and the future of work. She founded the Work Innovation Lab at Asana and the Work AI Institute at Glean, and authored 'Your Best Meeting Ever: 7 Principles for Designing Meetings That Get Things Done.'

How does equal speaking time in meetings affect team performance?

Equal speaking time is a key indicator of high team performance. Teams where members have balanced airtime tend to collaborate more effectively, which enhances overall productivity and meeting success.