Your Best Meeting Ever is a very useful 2026 book by Rebecca Hinds

 

 

 

 

 

 

 

 

  

 

 

 

There is a very useful 2026 book by Rebecca Hinds titled Your Best Meeting Ever: 7 Principles for designing meetings that get things done. Google Books has a  preview through page 27. An article by Roger Dean Duncan at Forbes on February 3, 2026 titled Stop Wasting Time: The Science of Meetings That Work discusses that book. He says:

 

“Hinds focuses on seven core principles that challenge many deeply held assumptions about meetings: treating meetings as a last resort rather than a default, measuring return on time invested, designing meetings around decision-making and complexity, keeping participation intentionally small, actively designing for engagement, protecting cognitive energy, and ensuring rigorous follow-through. Together, they form a blueprint for meetings that respect time, attention, and outcomes.”

 

There also is another article by Brandon Laws at xenium on February 3, 2026 titled Designing Meetings That Actually Get Work Done accompanied by a 36-minutes podcast at Xenium HR on February 3, 2026 titled Designing Meetings That Actually Get Work Done with Rebecca Hinds.

 

At the end of her book, starting on page 228, Rebecca summarizes THE SIMPLE MEETING DESIGN USER MANUAL as follows:

 

“Meetings are your most important product. Design them as if they are.

 

Principle 1

Volume: Cut Your Meeting Debt

 

Meetings pile up like technical debt – quietly draining time, energy, and sanity. Use these five steps to wipe out your meeting debt:

 

STEP 1: LAUNCH A CALENDAR CLEANSE. Delete your recurring meetings for forty-eight hours and rebuild your calendar from the ground up.

 

STEP 2: EQUIP EMPLOYEES TO DEFEND THEIR TOME. Give your team the tools – and permission – to say no to meetings.

 

STEP 3: BUILD A MEETING DEBT DEPOSITORY. Create a place where employees can flag bloated or broken meetings. And make sure leaders act on it.

 

STEP 4: ADD GUARDRAILS TO PREVENT MEETING DEBT. Use spped bumps, gatekeepers, and blocks to stop bad meetings before they hit the calendar.

 

STEP 5: COMMIT TO REGULAR MAINTENANCE. Hold recurring Meeting Doomsdays – and reward the people who don’t let the clutter creep back in.

 

Principle 2

Measurement: Choose the Right Metrics

 

You can’t fix what you don’t measure. And you also can’t fix what you measure badly. Stick to these four mantras for meaningful meeting measurement:

 

MANTRA 1: AVOID MSSLEADING METRICS. Watch out for four misleading metrics: sentiment, self-ratings, cost, and time saved. They’re easy to track. And easy to misinterpret.

 

MATRA 2: USE RETURN ON TIME INVESTED (ROTI). ROTI is your most brutally honest – and most reliable – metric for assessing whether a meeting was effective.

 

MANTRA 3: MEASURE WHAT MATTERS: Use meeting analytics to move past surface metrics and dissect what’s really going on. Start with time in meetings, airtime, multitasking, punctuality, and attendance.

 

MANTRA 4: BEWARE METRICS AS TARGETS. When a metric becomes a target, it stops driving progress. People start gaming the system instead of fixing the meeting.

 

Principle 3

Structure: Become a Meeting Minimalist

 

Apply the Rule of Halves and other minimalist strategies to cut the clutter from your meetings across four key dimensions: agenda, duration, attendees, and frequency.

 

DIMENSION 1: AGENDA. Every agenda item should have a job to do. Give it one by converting it into a verb-noun combination, like: ‘Decide budget,’ ‘Finalize draft messaging,’ or ‘Align on Q2 plan.’

 

DIMENSION 2: LENGTH. Beware Parkinson’s Law: Your meeting will expand to fill the time you give it. So set tight time limits and stick to them. 

 

DIMENSION 3: ATTENDEES. Follow the Rule of Eight: no more than eight attendees. Only invite stakeholders, not spectators.

 

DIMENSION 4: FREQUENCY. Eliminate meetings that happen too often, especially ‘meetings about the meetings.’ Prevent zombie meetings by giving each one an expiry date. Use the Disagree and Commit rule to shut down spin-off meetings – and make sure the real decision makers are in the room. 

 

Principle 4

Flow: Apply Systems Thinking

 

Broken meetings are often the result of broken communication outside of the meeting. Use these three upgrades to improve the flow – before, during, and after the meeting:

 

UPGRADE 1: STANDARDIZE YOUR COMMUNICATION TOOLS: Pick a core communication tech stack and stick to it. Then, standardize what justifies a live meeting with the 4D-CEO Test: meet only to discuss, decide, debate, or develop, and only if the topic is complex, emotionally intense, or involves a one-way door.

 

UPGRADE 2: DEFAULT TO ASYNCHORNOUS COMMUNICATION. Meetings should be your last resort, not your first. Build a system where work moves forward without needing real-time conversations.

 

UPGRADE 3: DESIGN FOR DISTANCE. Don’t just design for the people in the room. Make sure your communication system works for everyone, everywhere.

 

Principle 5

Engagement: Prioritize User-Centric Design

 

Meetings should serve the people in the room – not just the person who scheduled them. Start by squashing these four energy-sucking bugs:

 

ENERGY-SUCKING BUG 1: POWER MOVES. Don’t let volume, title, or ego run your meeting. When one person dominates, everyone else checks out.

 

ENERGY-SUCKING BUG 2: LATENESS. Start on time. End on time. Respect for people starts with respect for the clock.

 

ENERGY-SUCKING BUG 3: JARGON. Jargon doesn’t make you sound smart. It just makes your message harder to understand and easier to ignore. Speak like a smart ninth grader. Ditch the buzzwords and gobbledygook.

 

ENERGY-SUCKING BUG 4: BOREDOM. Beige rooms breed beige ideas. Add plants, color, light, movement, or food. And make sure every meeting has at least one moment of delight.

 

Principle 6

Timing: Get Your Message in Rhythm

 

The best meetings sync with the natural flow of work – not interrupt it. Align your meetings to three key rhythms:

 

RHYTHM 1: STRATEGIC RHYTHM. Sync your strategy meetings with your company’s goal-setting cycles and anchor them to a single source of truth.

 

RHYTHM 2: TACTICAL RHYTHM. Align your tactical meetings with key project milestones: premortem, midpoint check-ins, and postmortems.

 

RHYTHM 3: OPERATIONAL RHYTHM. Match operational meetings like daily huddles to the rhythm of your day-to-day work. Protect deep work with strategic meeting pauses: no-meeting days, blocks, and buffers.

 

Principle 7:

Technology: Innovate and Iterate

 

Treat your meetings like a product in beta that needs constant upgrading and refining. Stick to these rules:

 

RULE 1: GET YOUR MVP RIGHT. Prioritize clear audio and video quality before piling on extra features.

 

RULE 2: EMBRACE CALM TECHNOLOGY. When adding new technology to your meetings, follow two calm principles. First, it should require minimal effort to use. Second, it should amplify the best of both humans and technology.

 

RULE 3: RELENTLESSLY PROTOTYPE WITH ARTIFICIAL INTELLIGENCE. Use AI to handle the grunt work, surface real-time insights, and (sometimes) attend meetings for you. But never run a meeting on an AI autopilot.

 

You have the blueprint. Now go design your best meeting ever.”

 

The cartoon was adapted from one of an interview at OpenClipArt.