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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Kevin Eikenberry is a recognized world expert on leadership development and learning and is the Chief Potential Officer of The Kevin Eikenberry Group. He has spent over 30 years helping organizations across North America, and leaders from around the world, on leadership, learning, teams and teamwork, communication and more.

Twice he has been named by Inc.com as one of the Top 100 Leadership and Management Experts in the World and 100 Great Leadership Speakers for Your Next Conference. The American Management Association named him a “Leaders to Watch” and he has been twice named as one of the World's Top 30 Leadership Professionals by Global Gurus. Top Sales World has named him a Top Sales & Marketing Influencer several times, and his blog has been named on many “best of” lists. LeadersHum has named him one of the 200 Biggest Voices in Leadership in 2023.

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