From Frustration to Focus: How Prothena Reset Their Meeting Culture

At Prothena, a global biotech company, meetings were eating up hours every week but producing little of real value. Agendas were unclear, conversations went round in circles, and people often left wondering why they had been there at all. One participant put it simply: “Why am I here? Why is this meeting happening?”

The leadership team recognised the strain this was placing on their people and invited me in to help. The goal was not to run another training course or pile on more processes. It was to strip things back and create meetings that felt purposeful, energising and worth the time invested.

We began with a short survey to hear directly from the teams. The feedback confirmed the frustration: too many meetings stacked back-to-back, poor preparation, and low contribution from those who felt overshadowed or unsure when to speak. At the same time, the responses also showed what people wan

ted. They valued collaboration, clear actions and conversations that moved projects forward. They didn’t hate meetings. They just wanted them to matter.

A Reset In Meeting Culture That Stuck

With that insight in hand, we ran a workshop to reset the culture. The approach was practical, not theoretical. We worked on being clear about purpose, inviting the right people, shortening sessions, making decisions visible and creating space for all voices. Short follow-up clinics helped teams apply the habits to their real meetings. The change was theirs to own, my role was simply to get them started.

Within weeks the shift was obvious. Meetings ran shorter and sharper. Leaders grew more confident in guiding discussions. Preparation improved and new joiners were inducted into a healthier culture from day one. People left meetings feeling lighter rather than heavier. As one leader told me afterwards: “This was the best off-site I’ve ever been to. The skills were simple but effective and I wish I had them in my pocket sooner.”

The transformation lasted because it was practical, safe and team-led. The tools fitted naturally into everyday work. The environment encouraged contribution instead of silence. And ownership stayed with the team, so the habits carried forward without outside support.

Prothena’s story shows that transforming meeting culture is not about adding more layers. It is about removing what gets in the way and giving people a framework they can use themselves. The return is tangible: time reclaimed, energy restored and decisions made with confidence.

Better Meetings turned wasted hours into measurable value and gave Prothena’s people the space to think, connect and thrive.