A meeting should exist because people need to make a decision, resolve a dependency or develop a shared understanding. Routine updates can often be handled in writing when no discussion is required.
State the desired result and share relevant material in advance. Invite people whose input or authority is needed. During the meeting, separate questions that can be answered immediately from issues that require more evidence.
Record decisions, actions and unresolved questions. Give each action a responsible person and a date, then follow up through the normal workflow. Review recurring meetings periodically and remove those that no longer produce a useful result.
Open Sources Used
This page uses open and institutional references as a frame; the final decision still belongs to the company record, threshold and owner.
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Reading adjacent decision areas keeps the topic from becoming an isolated note.