Gina Gardiner Associates
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2025-08-31 - The Day I Realised that Meetings Could Save Time (Not Waste It)
If you groaned just reading the word "meeting," I understand. I used to groan too.
Like many leaders, I spent hours each week in long, draining meetings that seemed to generate more frustration than solutions. Everyone spoke, but little changed. It often felt like we were rearranging deckchairs on a ship that was already moving in circles.
I thought of the true cost of the time spent in meetings and knew things must change. I decided to approach meetings differently. Instead of asking, "What do we need to discuss?" I asked, "What would make this meeting truly valuable for everyone in the room?"
That shift changed everything.
Agendas became more focused, and we identified how best to share information efficiently so staff were well prepared. The decision-making process was significantly more effective so we spent significantly less time in meetings. Slowly but surely, meetings became seen as a vital and enjoyable activity. People showed up ready to contribute. We were actually left with more time in the day, not less.
Here's what I learned:
Meetings don't have to be the bane of leadership. In fact, when they're intentional, they become one of the most powerful tools for alignment, trust, and momentum.
So the next time you walk into a meeting, pause and ask yourself: How can I give everyone here a gift of time and clarity today?
You might be surprised at how differently the room feels.
Like many leaders, I spent hours each week in long, draining meetings that seemed to generate more frustration than solutions. Everyone spoke, but little changed. It often felt like we were rearranging deckchairs on a ship that was already moving in circles.
I thought of the true cost of the time spent in meetings and knew things must change. I decided to approach meetings differently. Instead of asking, "What do we need to discuss?" I asked, "What would make this meeting truly valuable for everyone in the room?"
That shift changed everything.
Agendas became more focused, and we identified how best to share information efficiently so staff were well prepared. The decision-making process was significantly more effective so we spent significantly less time in meetings. Slowly but surely, meetings became seen as a vital and enjoyable activity. People showed up ready to contribute. We were actually left with more time in the day, not less.
Here's what I learned:
- A meeting without clarity will consume energy instead of creating it.
- People value brevity and focus far more than elaborate presentations.
- When you design a meeting to give people time back, they give you their best energy in return.
Meetings don't have to be the bane of leadership. In fact, when they're intentional, they become one of the most powerful tools for alignment, trust, and momentum.
So the next time you walk into a meeting, pause and ask yourself: How can I give everyone here a gift of time and clarity today?
You might be surprised at how differently the room feels.
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What My Clients Say
"When I took over a new team I wanted to create a shared vision within an improved team environment and make better use of the team's time. Gina devised and facilitated a super 4 hour workshop which she delivered at my office in Canary Wharf. I met with her before the meeting and was able to explore not only the areas I felt were blocking progress and the potential issues facing the team. I found the discussion extremely useful in developing my role as the leader of the team and in planning the strategies to use with the team.
We worked as a team throughout the session. Everyone was successfully encouraged to take ownership of the issues and see themselves as part of the solution.
During the session we identified several things which were getting in the way of optimum team efficiency and which constantly drained our resources. Gina ensured that everyone had a voice and that there was a real sense of 'team'. Everyone felt valued and even the tricky issues were fully aired and dealt with in a positive and constructive way.
We developed, together as a cohesive unit, strategies and approaches that we were all willing and keen to adopt to improve our efficiency and effectiveness. The session was very practical but fun too. People were fully engaged in the process
All our thoughts and ideas were recorded in a very well executed, team-building environment. We left the session with priorities identified and a cohesive plan to move the agenda forward for ourselves and with other departments and with the Senior Management Team of the company.
Back at the desk, the team felt they had been offered a great opportunity to air their frustrations and share their ideas. They had been empowered to find their own solutions and resources that could be easily employed to produce better results.
The results of the session were lasting and far reaching. We had together created a way of making far better use of our individual and team time and manage the expectations of other departments.
It was a really worthwhile session which I recommend Gina to any manager who wants to build the department's sense of team or more efficient and effective use of the team's time.
"
We worked as a team throughout the session. Everyone was successfully encouraged to take ownership of the issues and see themselves as part of the solution.
During the session we identified several things which were getting in the way of optimum team efficiency and which constantly drained our resources. Gina ensured that everyone had a voice and that there was a real sense of 'team'. Everyone felt valued and even the tricky issues were fully aired and dealt with in a positive and constructive way.
We developed, together as a cohesive unit, strategies and approaches that we were all willing and keen to adopt to improve our efficiency and effectiveness. The session was very practical but fun too. People were fully engaged in the process
All our thoughts and ideas were recorded in a very well executed, team-building environment. We left the session with priorities identified and a cohesive plan to move the agenda forward for ourselves and with other departments and with the Senior Management Team of the company.
Back at the desk, the team felt they had been offered a great opportunity to air their frustrations and share their ideas. They had been empowered to find their own solutions and resources that could be easily employed to produce better results.
The results of the session were lasting and far reaching. We had together created a way of making far better use of our individual and team time and manage the expectations of other departments.
It was a really worthwhile session which I recommend Gina to any manager who wants to build the department's sense of team or more efficient and effective use of the team's time.
"
A Mills, World Wealth Banking Executive, London & Hong Kong