Raquel Gomes, Founder & CEO — Stafi.
Meetings are no longer just a tool for collaboration; I believe they’ve become a productivity hazard. While meetings can serve a vital purpose, too many companies have fallen into the trap of excessive meetings that drain energy and kill productivity.
Atlassian’s “Workplace Woes: Meeting Edition” survey of 5,000 workers found that 78% of employees feel overwhelmed by meetings to the point where they can’t get their actual work done. More than half reported working overtime just to compensate. As business owners, we must be aware of productivity hazards and distractions that are not exclusive to remote or traditional workers. While remote work has become popular and, with it, videoconferencing meetings, even traditional in-person teams can suffer from meeting fatigue.
The Impact Of Too Many Meetings
As the owner of a company where 98% of employees work remotely, I recognize the value of meetings in our unique environment. While these gatherings serve as our primary means of face-to-face communication, it is crucial to ensure they are meaningful and productive.
The truth is that meetings can be incredibly disruptive. On days with heavy meeting schedules, 76% of workers said they feel drained, the Atlassian study found. This can lead to reduced focus and creativity. I feel this drain, too. I try my best to block my schedule with the help of my assistants in a way that will save my energy, but it would be a lie not to recognize how draining a long day of meetings can become.
The biggest mistake leaders can make when establishing a meeting culture is failing to create a meeting schedule. Without a clear meeting schedule, employees have to frequently switch from meetings to actual work, which can wreak havoc on efficiency.
For companies, the financial impact is even more alarming. Poorly structured and excessive meetings cost businesses up to $25,000 per employee yearly. With only 17% of meetings deemed productive, it’s clear that most meetings take valuable hours away from team efforts.
Why Micromanaging Doesn’t Help
I believe this issue is often rooted in a company’s culture of micromanagement. Frequent meetings are seen as a way to “stay in the loop” and ensure everyone is on the same page. However, this can also signal a lack of trust and autonomy. Managers who feel the need to constantly check in might inadvertently create an atmosphere where employees spend more time reporting on their work than actually doing it.
There’s also a human cost to it that goes beyond productivity and efficiency. Employees who spend too much time in meetings could begin to feel disengaged and frustrated. The workers who feel drained on heavy meeting days aren’t just tired; they’re less motivated. The mental strain of constant interruptions and lack of time to complete tasks can leave employees feeling undervalued.
As I see it, meeting overload not only hampers individual output but can also create a work environment where burnout is common and team morale is low. Your team senses when they are being micromanaged. Micromanaging throws away all the hard work it took you as a business owner to delegate and hire someone fit for the position.
Adjusting Your Approach
The key to reversing this trend lies in rethinking how meetings are conducted. Here’s how:
1. Determine if a meeting is needed.
Start by questioning if a meeting is necessary at all. Could the issue be resolved with an email or quick message? For essential meetings, set a clear agenda and keep them short.
Here are some quick tips to establish the criteria for a meeting:
• Does the issue involve more than two people? If yes, a meeting is a better approach.
• Is this issue an escalation from a previous issue? If yes, a well-structured meeting is best to avoid miscommunication.
• Can this meeting be resolved by a yes or no question? If yes, you don’t need a meeting.
• Is my teammate more visual? If yes, short meetings might help them, or send them a video they can watch at a time that works best for them.
2. Make the meeting productive.
If you’ve established you need a meeting, it’s important to keep the meeting productive. Create an agenda beforehand and share it with every attendee. Provide any relevant documents or material in the attachment section for the meeting so everyone is prepared. This is where I consider it so important to delegate administrative roles.
During the meeting, prioritize the issues at hand and establish clear action items. Consider using a note-taking AI assistant so everyone can be fully focused and present. Everybody saves time and can look back at the notes if they need to.
It’s also important to respect the time frame you originally set for the meeting. If you run out of time, hold a follow-up meeting or create a communication thread.
3. Trust your team.
Shift from micromanagement to a more trust-based approach. Allow your team to self-manage and prioritize their workload without constant oversight. This fosters a culture of accountability and efficiency.
Being Intentional With Meetings
Businesses must consider how distractions like unnecessary meetings hinder progress. Meetings should be a space for collaboration, not a time-consuming obligation that interrupts the flow of productive work. By being selective and intentional with meetings, leaders can ensure they serve their true purpose: driving projects forward rather than slowing them down.
A great example of a company taking drastic measures is Shopify, which overhauled its meeting culture by removing recurring meetings and implementing “meeting-free Wednesdays.” The company has seen significant boosts in productivity by empowering teams to focus on meaningful work.
I get it: Meetings are an integral part of any business, but when overused, they become a liability. As more entrepreneurs recognize the productivity pitfalls of meeting overload, it’s essential to start implementing changes that foster both autonomy and efficiency. By limiting unnecessary meetings, trusting employees to manage their time and structuring meetings to be focused and goal-driven, companies can reclaim lost hours, reduce burnout and save money.
It’s crucial to prioritize quality over quantity in meetings. That means ensuring they are productive, actionable and only held when truly necessary.
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