As a Certified Master Business Coach, I work with many local companies across various industries in Phoenix and beyond. One issue I frequently observe is organizations calling too many unnecessary meetings, wasting valuable time and resources. In my experience coaching executives and managers, meetings tend to multiply exponentially if not kept in check, eating into productivity.
Here, I’ll identify the root causes of meeting overload, followed by practical strategies for limiting them to only the truly essential ones.
Top Causes of Too Many Meetings
As a business coach, I have observed that a lack of clear agenda and objectives at the outset of meetings often leads them to become aimless, dragging on without accomplishing much. Additionally, meetings easily go off track when there is no facilitator assigned to guide the discussion and keep everyone focused on relevant topics and decisions needed.
Several culprits typically conspire to cram calendars full of pointless meetings, including:
- Micromanaging Leadership – Managers who lack trust in teams default to over-monitoring progress across frequent status update meetings. This tendency stifles autonomy.
- “Cover Your Assets” Culture – Some corporate cultures push employees to over-document conversations and decisions via meetings out of fear of liability.
- Outdated Communication Norms – Legacy organizational habits around convening in person whenever updates need sharing leads to meeting overload.
- Lack of Asynchronous Communication – Without mature internal software/processes facilitating real-time messaging and document sharing, teams lean on live meetings by default.
The Costs of Too Much Meeting
Excess meetings not only reduce productivity but also take a toll on employee well-being. The constant barrage of packed calendars results in heightened stress and burnout. People feel overwhelmed trying to balance so many meetings with their other workload.
Excess meetings severely reduce organizational effectiveness by:
- Squandering Productivity: Every meeting eats into time employees could spend on value-generating work. The crushing weight of meetings strangles output, leaving goals gasping for air.
- Dampening Morale: Staff forced to attend pointless meeting after meeting understandably suffer motivation issues and disengagement over lost autonomy.
- Limiting Innovation: With so many meetings on calendars, fewer blocks exist for creative flow states where breakthrough thinking emerges.
Curbing Unnecessary Meetings
An important but often overlooked way to optimize meetings is by enforcing strict start and end times. Far too many unnecessary meetings drag on well past their scheduled timeframe, disrespecting attendees’ precious time. Implementing norms where meetings cannot start late or exceed the calendared duration helps curtail wasteful meetings.
As a business coach here in Phoenix, I guide local companies towards optimizing meetings through:
- Audit & Cull – Analyze all recurring meetings, assess clear purposes, and cull wasteful ones lacking concrete goals.
- Condense & Combine – Shorten inflated meetings and merge any addressing-related issues.
- Increase Asynchrony – Reduce meetings by shifting communication left through chat tools, document-sharing platforms, and threaded conversations.
- Meeting Hygiene – Establish new norms around meetings like sending pre-reads, assigning facilitators, and publishing recaps with accountability.
- Governance Limiting – Institute policies capping meeting hours per week per employee, helping preserve focus blocks.
The Takeaway
Unnecessary meetings slow organizations to a crawl while damaging morale and innovation. When companies reform their calendar system and smooth out communication kinks, they can expect a pleasant surprise: more hours in the day. Help has arrived for companies fed up with meetings that drag on and on; I’m the business coach who’ll show you how to make them more productive. Let’s connect to discuss optimizing your organization’s meeting culture!
