Let’s be real: most meetings are a colossal waste of time. That’s not just my hot take, there’s research to back it up. Studies show the average worker spends 31 hours per month in unproductive meetings. Let that sink in for a second. That’s almost four full workdays lost to conversations that could’ve been an email, a quick Slack message, or even better – nothing at all.
The problem is we’ve normalized inviting everyone and their dog to meetings. “Oh, someone new started? Better add them to this recurring call.” Why? So they can sit there, staring blankly at their screen, wondering why they’re even there? Spoiler alert: they’re not adding value, and they know it.
The Data Doesn’t Lie
A Harvard Business Review survey found that 71% of senior managers said meetings are unproductive and inefficient. That’s senior managers saying it – people whose jobs largely consist of… you guessed it, meetings. And let’s talk about multitasking. Microsoft conducted a study that revealed more than 70% of people admitted to working on unrelated tasks during meetings. So, if your guest list includes more than a few key decision-makers, chances are a good chunk of them are mentally checked out and scrolling through their email inbox.
Trim the Fat: Who Actually Needs to Be in the Room?
Here’s where we fall into the trap: someone new joins the team, and instead of onboarding them intentionally, we toss them into every recurring meeting like it’s a rite of passage. “Congrats on the new gig! Now sit through 27 hours of PowerPoint slides every week.” Fun, right? Wrong.
Be intentional about who actually needs to be in the room. Start by asking yourself: does this person need to contribute to the decision, or are they just here for the ride? If it’s the latter, cut them loose. Give them the CliffsNotes version after the fact or – if you’re feeling generous – send them a recording.
Kill the Meeting or Send an Email
This brings us to the next critical point: if the meeting is too big to manage efficiently, it’s too big to exist. You know those bloated 12-person status meetings where two people talk and the rest just nod along? Yeah, those are prime candidates for an email or, at most, a quick video update.
Keep in mind, video or email isn’t the lazy way out. It’s efficient. When people don’t have to sit through an hour-long call for something that could’ve been distilled into a 5-minute summary, they’re not just thankful – they’re productive.
Intentionality Is Key
If you’re serious about slashing your meeting load, you’ve got to be intentional about it. Every time a meeting invite pops up, ask yourself: Is this critical? Will it move the needle? Who’s really needed to make decisions? Most meetings can be killed off with a little planning and a lot of courage.
Let’s break the cycle. Less time in meetings means more time doing work that actually matters.
