Wondering Why Ya’ll Meet So Much?
So, let's talk about this meeting culture problem, because I have some questions, and they need answers. First off, who decided meetings needed to be scheduled like they’re Prada on clearance? Who decided we needed a meeting to prepare for the meeting we just had yesterday? And what genius concluded that this is how you get work done? Because spoiler alert: how are we supposed to do the work when we’re booked in meetings all day? After hours? Yeah, miss me with that. I am not about to become nocturnal just to keep up.
Here's the hard truth: these endless meetings are a big sign of incompetent leadership. Sometimes, they're just a sneaky way to micromanage, giving managers a chance to dive into the weeds with their team members and check in on things they should’ve just read in the last update email. Half the time, I’m in these meetings just giving updates, and by the next one – two weeks later – there’s no progress because I’ve been in meetings instead of actually working on my project.
Listen, nobody wants to sit in yet another meeting just for a roundtable on things that don’t even relate to their work. Nobody wants to meet just because it’s a recurring event on the calendar. And I can live without the 60-minute monologue that could’ve been a quick email. And no, I don’t need a Zoom breakout room for a mandatory “fun” exercise while my real work sits in a neglected tab. Oh, yes, we’re multitasking – because when exactly do you expect us to get work done? I have happy hour plans with my work bestie at 5:30 sharp to decompress about how you all are stressing us out with these meetings.
Counting the Coin Wasted on Meetings
Here’s a little shocker: In the U.S. alone, companies are spending an estimated $37 billion annually on meetings. Yep, billion. Imagine all that money going toward real work (or maybe a little bump in your team’s paychecks). You might be wondering, “How much of my company’s budget is slipping away like this?”
Here’s a simple equation to calculate it:
1. Start with the total weekly meeting hours per team member.
2. Multiply this by the number of team members that report to you.
3. Multiply by 52 (for the number of weeks in a year).
4. Finally, multiply by the average hourly wage for your team.
So, the equation looks like this:
Total Annual Meeting Cost = (Weekly Meeting Hours per Person) × (Team Size) × 52 × (Average Hourly Wage)
Did that number blow your mind? Now think about that condo on the water you could’ve bought for that amount. So, let’s talk about how to save those company coins and make your team more efficient.
Why Meetings are Just Not It (5 Reasons They’re Ineffective)
Too Many Cooks (or Voices)
Everyone’s got something to say, but not all input is useful. Too many people in the room can create a chaotic back-and-forth that goes nowhere fast.
Lack of Clear Purpose
Half the time, meetings are scheduled with no clear objective. If the agenda is just “updates” or “checking in,” trust me, it could’ve been an email.
Interrupting Actual Work
Every hour spent in a meeting is an hour taken from deep, focused work. You’re constantly breaking momentum, and that productivity isn’t coming back.
Recap Fatigue
How many times are we going to discuss what we discussed? Recaps in every meeting waste time and delay any real progress on projects.
Zero Accountability
The group setting can make accountability vague. “We’ll follow up” turns into…who knows when? Tasks drift, and somehow we’re back in another meeting next week hashing out the same topics.
5 Things to Do Instead of Another Meeting
Use Asynchronous Updates
Slack, Teams, or good ol’ email can do wonders. Get everyone to drop project updates in a shared thread, and have people check in on their own time.
Set Clear Project Ownership
Define who’s accountable for each piece of the work, and then trust them to do it. Have one or two designated check-ins instead of weekly sit-downs.
Create a ‘Decision Needed’ Policy
Only schedule a meeting if there’s a real decision that needs everyone’s input. If you’re just catching up, that’s a no-meeting zone.
Time-Box Your Meeting Agenda
For the essential meetings, set a strict agenda and a hard stop. Define who’s speaking, limit each segment, and stick to it. If it takes longer than 30 minutes, you’re off-track.
Hold Quarterly Team Days
Instead of piecemeal check-ins every week, save it for a focused quarterly meeting. Dive deep, plan ahead, and give your team the other 11 weeks to do their work.
So, let’s normalize breaking the Meeting Cycle
Meetings aren’t the answer to every little thing – they’re just not. Instead of more meetings, focus on making every minute count. Cut down on the busy work and get back to the business of making moves. After all, your team doesn’t want to be in another meeting – they want results. And so do you.
