The Cost of Meetings: Are We Really Getting the Most Out of Them?

Back in 2008, an email highlighted the staggering cost of meetings—$17 million annually for just one organization (does not include cost of travel and time spent on preparation), 79200 hours worth of time, and a large percentage of meetings with no recorded outcomes. Fast forward to today, and not much seems to have changed. Virtual meetings, hybrid work, and AI-driven scheduling tools have altered the way we meet, but the fundamental question remains: Are our meetings actually productive?

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The Reality of Meetings Today

We now have tools that allow us to meet from anywhere, but have we addressed the core inefficiencies? Many organizations still struggle with:

• Meeting Overload: Employees spend hours in back-to-back meetings, leaving little time for actual work.

• Lack of Clear Objectives: Meetings often lack clear goals, leading to discussions that go in circles.

• Too Many Attendees: People are invited just to 'stay in the loop,' even if they have nothing to contribute.

• No Actionable Outcomes: Decisions are deferred, and no one follows up on action items.

• Inefficient Use of Technology: With AI-powered transcription and collaboration tools, meetings should be more efficient—but often, they aren't.

Funny Meeting Fails We Can All Relate To

"Let's circle back on that"—the famous last words before an idea disappears into a black hole of follow-up emails.

The classic "Sorry, I was on mute"—a phrase heard so often in virtual meetings, it should be a corporate anthem.

That moment when someone’s dog/cat/kid makes an unplanned guest appearance and steals the show (arguably making the meeting more entertaining than the agenda itself).

How Can We Make Meetings More Productive?

Here are some ways to take control and ensure meetings serve a real purpose:

Start with Intent: Before scheduling a meeting, ask:

• Is this meeting necessary, or can it be handled via email or a shared document?

• What is the clear objective?

• Who absolutely needs to be there?

Reduce Frequency, Increase Impact:

• Move from weekly status meetings to bi-weekly or even asynchronous updates.

• Use collaboration tools (Slack, Teams, Notion) for real-time progress tracking.

Set a Time Limit:

• Default to 30-minute meetings unless absolutely necessary.

• Stand-up meetings or quick syncs should be capped at 15 minutes.

Make Participation Meaningful:

• If someone is only there to listen, do they really need to attend?

• Encourage silent collaboration: let participants submit inputs beforehand.

Enforce Meeting Discipline:

• Agendas should be circulated in advance.

• Meetings should end with clear action items and responsibilities.

• No agenda? No meeting.

Leverage Technology for Efficiency:

• Use AI for note-taking and action item tracking.

• Record meetings for those who can’t attend instead of inviting unnecessary participants.

• Use polling tools to gather input before the meeting to speed up decision-making.

A Simple Yet Effective Meeting Approach

One effective approach I followed was:

• One meeting per week (1 hour) with direct reports focused solely on what’s required to move forward.

• One meeting per month with direct reports and their one-downs to discuss what’s holding them back.

• Open-door policy for one-on-one conversations whenever needed.

This structure ensures meetings remain focused, productive, and actionable while maintaining open communication without unnecessary disruptions. If followed correctly, this approach prevents meeting fatigue while fostering clear decision-making and accountability.

The Future of Meetings: Do We Really Need Them All?

As organizations move towards more flexible work environments, the need for every meeting should be questioned. Instead of defaulting to 'let’s set up a call,' leaders should promote a culture where meetings are a last resort, not the first option.

By challenging the status quo, we can turn meetings from a time drain into a valuable tool for collaboration and decision-making. Let’s commit to fewer, better meetings.

What changes have you implemented to make your meetings more productive? Share your thoughts

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