Maximizing Time in Meetings

It’s no secret that meetings dominate much of our workday. Research from the Harvard Business Review reveals that employees spend an average of 31 hours per month in unproductive meetings. That’s roughly a third of our professional lives sitting in rooms (or on Zoom calls), often without clear outcomes. Yet, meetings remain an essential part of how we collaborate, make decisions, and align as teams. So how do we ensure this time is better spent?

The Problem with Meetings

A study by Atlassian found that 47% of employees believe meetings are the number one time-waster at work. Common complaints include:

• Lack of clear purpose: 63% of meetings lack a planned agenda.

• Too many participants: People often sit in meetings where their role is unclear or unnecessary.

• Inadequate follow-up: Decisions are made, but action items and accountability aren’t tracked.

Poorly managed meetings lead to disengagement, decreased productivity, and frustration. To turn the tide, organizations must rethink how they approach meeting time.

1. Start with a Clear Purpose and Agenda

Research from the Harvard Business School highlights that meetings with a clear agenda are 37% more effective. Agendas ensure that participants are prepared and help keep discussions focused.
Best practice: Share the agenda at least 24 hours before the meeting, specifying objectives and time allocations for each topic.

2. Reduce Meeting Size

Jeff Bezos’ famous “two-pizza rule” suggests that no meeting should be so large that two pizzas can’t feed the entire group. According to research by Stanford University, smaller meetings encourage active participation, reduce social loafing, and lead to higher quality decisions.
Actionable tip: Limit attendees to those directly involved in decision-making or implementation.

3. Facilitate Active Participation

Research by Google’s Project Aristotle found that psychological safety—where team members feel safe to speak up—is critical for team success. Meetings should foster an environment where everyone feels their input is valued.
Strategies: Use structured methods like “round-robin” check-ins or breakout groups to ensure all voices are heard.

4. Introduce Time Constraints

Parkinson’s Law states that “work expands to fill the time available.” Meetings are no exception. Studies show that meetings with a defined time limit are more focused and productive.
Recommendation: Keep meetings under 30 minutes when possible and schedule “no meeting” blocks to protect focused work time.

5. Focus on Outcomes, Not Updates

McKinsey research emphasizes that effective meetings should prioritize decision-making and problem-solving over information sharing.
Quick fix: Reserve status updates for emails or shared dashboards. Use meeting time to address obstacles and finalize next steps.

6. Ensure Accountability

A survey by Lucid Meetings found that 50% of meeting time is wasted due to lack of follow-through on action items. Without clear accountability, even productive discussions can lose momentum.
Solution: Assign action items to specific individuals with deadlines before the meeting ends.

Meetings don’t have to be a drain on productivity. By adopting clear agendas, limiting attendees, fostering participation, and ensuring accountability, you can turn meetings into powerful tools for alignment and progress. Remember: the goal isn’t just to spend less time in meetings but to ensure the time you do spend drives results and fosters collaboration.