How many meetings are too many? It’s a question I hear all the time.
Most people I work with—whether in workshops, coaching calls, or leadership development sessions—tell me they attend far too many meetings. And I don’t disagree. Many organizations have defaulted to a meeting-first mindset that often sacrifices productivity for routine.
But here's the truth: The number of meetings isn’t really the issue.
It’s Not About the Number
If you're hoping I’ll tell you the exact number of meetings you should have each week, I won’t—because that number depends on your team, your goals, your culture, and your communication norms. Instead, I want to shift your focus from quantity to quality.
What makes a meeting worth having? What makes it effective? And how can you make sure every meeting earns its spot on the calendar?
Let’s unpack that.
Start with Clarity
Every successful meeting begins with a clear, defined desired outcome. Not a topic—an outcome. Something you want to be true by the time the meeting ends.
I recommend stating your desired outcomes in a noun + verb (past tense) format:
“Budget approved”
“Plan created”
“Decision made”
The simpler and clearer, the better. If you can’t define what success looks like, why are you having the meeting in the first place?
Is a Meeting the Best Tool?
Once you’ve defined the desired outcome, ask yourself: Is a meeting really the best way to get there?
Many of us have sat through meetings that could (and should) have been emails. When you understand what you're trying to accomplish, you'll make better decisions about whether a meeting is necessary—or if there’s a faster, more efficient way.
Choose the Right People
Too many meetings are filled with too many people. We invite folks just in case, or because we don’t want to leave anyone out.
But have you ever been invited to a meeting you wished you weren’t in? We all have.
When you’re clear on your goal, it becomes easier to identify who truly needs to be involved. And when attendees understand the purpose, they can better prepare and contribute meaningfully.
Keep the Meeting on Track
Once the meeting begins, stay laser-focused on the outcome. If conversations drift, gently redirect them. Your goal is to move toward a specific result, not just “discuss the topic.”
And once you’ve achieved the outcome? End the meeting. Don’t keep going just to fill the time.
Meetings Are the Work
This might be the most important mindset shift: Stop thinking of meetings as separate from your “real work.”
If a meeting includes the right people, with the right focus, for the right reason—it is the work. Effective meetings are how leaders align, decide, and execute. When done well, they enhance productivity instead of blocking it.
The Bottom Line
Yes, chances are you’re attending too many meetings. But if the meetings you do attend are purposeful, focused, and productive, the number becomes irrelevant.
Meet for the right reasons, with the right people, and you’ll spend less time in meetings—and get more done.
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