The problem: We’re stuck in a culture of meeting overload. The average professional sits through dozens of meetings a week, and research estimates up to 70% of those meetings are unproductive. That’s countless hours gone with nothing to show. Too often, meetings have no clear agenda, wander off-topic, or drag on with people multitasking. The result? You leave the room (or Zoom) with a “meeting hangover” – mentally drained, behind on real work, and wondering why you met in the first place. Time is your most valuable resource, and bad meetings are stealing it.
Why does this happen? Sometimes it’s habit – weekly check-ins that no one questions. Other times it’s FOMO or CYA (“cover your butt”) – people call meetings to feel involved or avoid making decisions solo. But perpetual meetings create the illusion of progress while actual work stalls.
Solution: Transform how you approach meetings. Whether you’re leading them or just participating, you can make them fewer and better. Here’s how:
- Only meet with purpose: Before scheduling or accepting a meeting, ask, “What’s the goal? Can this be done via email or a quick call?” If there’s no clear objective or it’s just info-sharing, skip it or suggest an alternative.
- Set a tight agenda: Every meeting needs a plan. Outline topics and time limits for each. Share the agenda in advance so everyone comes prepared. If you’re not the organizer, politely request an agenda – it signals the meeting should have focus.
- Trim the invite list: Smaller meetings are more effective. Include only people who truly need to be there and can contribute or decide. Others can be kept in the loop with minutes.
- Start on time, end early: Don’t wait for latecomers – respect those who are prompt. Keep meetings short (30 minutes is often enough). When discussion veers off-topic, step in: “Let’s take that offline.” Stay task-oriented. If the meeting achieves its goal early, wrap it up! Everyone appreciates getting time back.
- End with action items: Make sure every meeting concludes with clear decisions, owners, and next steps. No ambiguity – who will do what by when. This ensures the time spent leads to results, not just more meetings about meetings.
- Protect your deep work: Block “no-meeting” times in your schedule for focused work. If your company culture allows, propose meeting-free mornings or one meeting-free day a week. You’ll be amazed how productivity soars when you have uninterrupted time.
For example, if your team’s weekly status meeting has lost value, suggest changes. Maybe switch to a bi-weekly schedule or replace round-robin updates with a concise emailed report. Then use the meeting time for brainstorming or tackling a specific problem. By cutting fluff, the meeting becomes useful – or you reclaim that hour entirely.
Taking control of meetings is a win-win: you free up hours and the meetings that do happen become truly productive. Co-workers (even bosses) often secretly appreciate someone brave enough to streamline bloated meeting routines. Be that person.
