Meetings have become a ubiquitous part of organizational life. They have also become the bane of many people’s existence. Just when you think you have some time to focus on projects, someone calls you into a meeting. Then there are the standing meetings, held every week or even every day. When these meetings are not productive, you can feel your energy draining away and your mind starting to wander. When I ask audiences how many people have “zoned out” in a meeting that they have been running, half will laugh and raise their hands.
Meeting fatigue is not just a personal issue. It can lead to decreased productivity, disengagement, and even resentment towards the work culture. A number of surveys have indicated that the average worker spends nearly 25% of their week in meetings. In some industries, it’s much more. All of this contributes to an ongoing sense of overwhelm and even burnout unless we address it. So, what to do? Here are some practical ideas I see my clients implementing:
First, define the purpose. It might seem obvious that we would do this. Yet how many times have you sat down in a meeting and wondered about its purpose? If you ask around, you might find that no one else, except perhaps the leader, knows either. If you’re convening the meeting, ask yourself if it is really necessary? What’s the desired outcome? Can some of the information be disseminated in a memo, email or Google Doc to save time and help people prepare for the meeting itself?
Second, invite only the necessary participants. Meeting efficiency drops as the number of participants rises. You have to work harder to maintain peoples’ attention. There are side conversations and attempts at humor that distract from the focus. It’s harder to find a time that works for everyone. Input and comments also become duplicative, since a number of people might be thinking the same thing, as in “What he said.” You’re also respecting the time of those who are invited and also the time of those who don’t need to be there. Smaller groups can lead to deeper discussions and better decision-making as well.
Third, set an agenda. This is a great way for the leader to focus his or her mind on how the meeting should proceed, how much time will be necessary for each topic and whether you’re trying to cram too much into too little time, thereby rushing through decisions that deserve more consideration. An agenda also focuses the minds of those attending. They know what to expect and how to prepare. Some organizers even add a time to each topic, such as “Decision on new printing vendor – 7 minutes.”
Fourth, manage meetings efficiently. Begin on time and end on time. Tardy souls will learn that that arriving late is unacceptable without you having to tell them so. Short, focused meetings are less likely to lead to fatigue. So keep them to 30-45 minutes. For longer meetings, incorporate breaks. Cognitive fatigue can set in after about 60-90 minutes of continuous discussion. A pause allows participants to recharge, refocus, and return to the conversation with renewed energy. Encourage people to participate. Passive participants are more likely to feel fatigued and be distracted by other tasks.
Fifth, leverage technology wisely. When was the last time you sat in a meeting waiting for someone to fix the Zoom link, get the projector to connect to the laptop, or some other sort of technical glitch? Be careful about overcomplicating meetings with unnecessary tools. While technology can enhance collaboration, it can also lead to distractions. If you choose to do so, check connections in advance. Better for you to spend an extra 15 minutes making sure everything works than wasting the time of seven other people at the beginning of a gathering.
After every meeting, take a few minutes to consider gathering input on what worked well and what could be improved. This will help you refine future meetings and demonstrate respect for your colleagues’ time and energy. Wouldn’t you want them to do that for you?
What do you think of these five steps? What would you add? What would you modify? How will this help you going forward? Let me know by writing your ideas in the comments below.