There is a lot of useful, standard advice about how to ensure meetings are productive. Have an agenda, a time limit, ensure only those who can contribute to the discussion attend, ensure there is agreement about what next, ensure everyone has the opportunity to speak, and so on. There is one more structural item not usually noted, that I have found to work well.
1/3, 1/3, 1/3.
The agenda is structured into thirds, as is the time allocated.
The first third is addressing the past. You cannot change it, but you must understand it, and absorb any lessons. This part of most discussions is often where the time is consumed, leaving inadequate time for the more important discussions about what next.
The second third is discussion about what is immediately in front of you. Depending on the meeting, this may be a day, week, month, and so on. There are decisions to be taken that impact the immediate future, take them.
The third is a discussion on the longer term items that will impact the group in the meeting. Depending again on the level of the meeting, this can be anything from how to fill a hole in the production team when Jim takes long service leave, to discussion of the potential risks of a long term threat to the enterprise.
The format works at all levels, offering a framework within which to manage the meetings, from a 10 minute stand-up at the beginning of the shift, to board meetings, and the three day strategy session held annually.
It is the responsibility of the meeting chairperson to manage the time and agenda coverage, but the general recognition that the 1/3 structure will be used, just makes that job a bit smoother.
Once again, with thanks to Scott Adams, I have called on the wisdom of Dilbert for the header.
