Honestly, I Won't Read Your Document Before the Meeting
We’ve all been there—an email lands in our inbox with a meeting invite and a note: “Please read the attached document before the meeting.” Maybe it’s a 20-page report, a technical specification, or a strategy proposal. And yet, when the meeting starts, half the attendees clearly haven’t read it, leading to an inefficient and frustrating discussion.
Let’s be honest: expecting everyone to read a document before a meeting is often unrealistic. People are juggling multiple projects, packed schedules, and endless notifications. If the goal is a productive meeting, the burden isn’t on attendees to cram beforehand—it’s on the meeting organizer to set everyone up for success. Here’s how.
1. Summarize the Document
If your document is long, distill it down to the essential points. Provide a clear, concise summary that captures:
- The purpose of the document
- Key takeaways
- Decisions that need to be made in the meeting
This summary can be included in the meeting invite, making it easy for attendees to quickly grasp the context before they walk into the room (or join the call).
2. Allocate Reading Time in the Meeting
If the document is short and reading is necessary, build time into the meeting agenda. Instead of assuming people will read it beforehand, set aside the first 5–10 minutes for silent reading. This ensures that:
- Everyone is on the same page (literally).
- Attendees can immediately engage in discussion without scrambling to remember details.
- The meeting remains productive, rather than getting sidetracked by explanations.
3. Make the Meeting Purpose Clear
Before sending out a meeting invite, ask yourself:
- Is this meeting necessary?
- What decisions need to be made?
- What information do attendees actually need?
If the document is purely informational, consider whether a meeting is required at all. Sometimes, an asynchronous update (like an email with a summary and a request for feedback) is far more efficient.
4. Respect People’s Time
Meetings should be designed for efficiency. If your goal is to have a thoughtful discussion or make a decision, then you need to ensure everyone has the necessary information in a way that’s easy to process. A long, unread document doesn’t serve that purpose—it just creates unnecessary friction.
The Bottom Line
If you want a productive meeting, don’t assume people will read a lengthy document beforehand. Instead, make it easy for them to engage by summarizing key points, allocating reading time in the meeting, and providing clear context. The goal isn’t just to meet—it’s to make progress. And that starts with making things simple.