It is possible your company is holding too many meetings. Of course, meetings are essential, allowing collaborative ideas to be shared and encouraging creativity and innovation. Meetings also ensure that genuine relationships are strengthened within a team. However, holding an excessive number of meetings can have the opposite effect.

A disproportionate amount of meetings can distract employees from their necessary work. Not only are they time-consuming, but also an employee must revolve their day around a scheduled meeting. They may put off lengthier tasks due to the required meeting attendance or rearrange their schedule and routine which affects productivity and focus.

It can be stressful for an individual to have too many meetings scheduled across a day or two and if they overlap there is no time for reflection. The day is limited with less time to focus on tasks, thus productivity slows and the company’s profitability suffers.

The employee also feels frustrated, being unable to complete their job to the best of their ability, and perhaps losing job satisfaction. Excessive meetings can promote a controlling atmosphere of mistrust.

Meetings are necessary, and when done properly, are beneficial for all.

At TMS, we make a conscious effort to keep the number of scheduled meetings to a minimum. We believe that meetings should be extremely efficient and a conduit for change.

Scheduling meetings is a six steps process, which improves productivity, communication, and integration of the team’s work. In addition, it can boost job satisfaction and work/life balance.

This article will recommend these steps to ensure that your next scheduled meeting isn’t one too many.

Firstly, is this meeting necessary?

meeting1 Too Many Meetings in Your Company? Here's How To Stop That

Meetings are often costly, high-pressure, and time-consuming, so if it isn’t necessary, then don’t schedule it. First, think about the purpose of the meeting and what resolutions you require. If this can be achieved via email, or with a quick chat then take that option.

Your company could consider providing employees with allocated time solely to focus on their projects and tasks. This could involve designating a set amount of time each week to use in the office or at home. Employees will benefit from the flexibility and freedom that comes with focusing on their independent work, so they’ll feel more motivated, engaged in meetings, and able to deliver updates on their work.

If yes, then create an agenda

A meeting agenda should be created by the person calling the meeting. It should be prepared and sent to participants ahead of time to allow them to prepare for the meeting. The agenda should outline your clear, concise objectives and expectations with allocated discussion time for each item.

The agenda should give an indication of the invitees and the length of the meeting.

Make sure you only invite the people who need to be there

meeting3 Too Many Meetings in Your Company? Here's How To Stop That

You should not be paying employees for them to sit in a meeting unnecessarily, whilst a couple of people talk. As well as leaving a participant feeling deflated, bored, and tired for the rest of the day, it builds resentment towards meetings in the future thus the conversation should be relevant for all participants.

By only inviting key people, your meeting will stay structured as these individuals will help achieve the desired outcomes. Fewer people make decision-making easy, whereas excessive people in the room may divert the conversation.

Schedule the meeting correctly

The most effective time to schedule a meeting is usually at the beginning or end of the workday. This allows participants to have large blocks of uninterrupted time for the rest of the day, where they can focus on their work.

Invite the key people for the meeting and schedule it to their work calendars with enough notice. Include the time, duration, and location in the meeting invitation, whether you use Google Calendar or Slack, and attach the agenda and any needed materials. Ask the participants to send a response to confirm attendance.

The meeting should only last as long as it needs to

Sometimes a longer meeting is necessary, but the shorter, the better. The first hour of a meeting is usually the most productive.

If you have scheduled a meeting and finish ahead of schedule, do not be tempted to use the remaining time to discuss another topic. Participants will not be prepared, and you will not necessarily have the key people, thus the meeting will become lengthy, unfocused, and unproductive.

Also, people appreciate unexpected time gains. It may mean that work will not have to be taken home, and objectives can be met during the workday. This helps with the work/life balance. So rather than extend the meeting, give them the time to return to their tasks with fresh ideas.

Ensure everybody is able to speak

Decision-making does not mean the majority of people simply nodding their heads in agreement. Use meetings to ask people for opinions and insights. A leader should encourage everybody to be involved in the process and offer their own solutions, plans, and decisions.

When assigning tasks or marking a project, ask individuals for their thoughts, and listen to their opinions.

This will make an individual feel that it was worthwhile being in the meeting and feel more optimistic whatever the outcome.

FAQs about having too many meetings

1. How can I effectively manage my time when I have too many meetings to attend?

By making a to-do list and allotting time slots for each job, you can prioritize your chores in order to manage your time effectively.

When necessary, you can also assign duties to others. You can also try to plan meetings for when the day is most productive and set aside time in your calendar for in-depth work.

2. What are some strategies to reduce the number of meetings I have to attend?

Assessing each meeting’s necessity and only attending those that are absolutely necessary is one technique to cut down on the number of meetings.

Moreover, you might try to combine several meetings into one or ask for sessions to be abbreviated or called off if they are not absolutely necessary.

3. How can I communicate to my colleagues that I have too many meetings and need to prioritize my workload?

Being open and honest with your coworkers can help you to let them know that you have a hectic schedule and need to prioritize your responsibilities.

You might also offer less time-consuming alternatives for communicating or working together, such as email or chat.

4. How do I maintain focus during meetings when I have back-to-back meetings throughout the day?

Try to cut out distractions like phone notifications or email alerts to stay focused during meetings. In order to stay focused during the meeting, you can also take notes or ask questions that will help the conversation stay on topic and important.

5. Is it appropriate to decline a meeting invitation if I already have too many meetings scheduled?

If you already have too many meetings planned, it is acceptable to decline an invitation. You can respectfully decline by offering a different time or method of contact or by stating that you are unable to because of prior commitments.

6. How can I ensure that meetings are productive and not a waste of time?

Establish clear agendas, specify objectives, and establish action items to guarantee fruitful meetings.

All attendees can be encouraged to participate, provide input, and make sure that action is made in the wake of the meeting.

7. How do I deal with conflicting meetings that I cannot reschedule or decline?

You can attempt delegating or working with colleagues to attend one of the meetings on your behalf if you have conflicting meetings that you are unable to reschedule or decline.

You could also attempt to change the time or date of one of the meetings.

8. What are some best practices for scheduling and coordinating meetings to minimize the number of meetings?

Setting clear goals and agendas, inviting only those who are required, and arranging meetings at times that are most convenient for attendance are all examples of best practices for planning and conducting meetings. You might also think about using chat or email as an alternative form of communication or collaboration.

9. How can I politely decline a meeting request without offending the organizer?

Expressing gratitude for the offer and providing a justification for your inability to attend are appropriate ways to respectfully refuse a meeting request.

You can offer alternate times or channels of communication and express gratitude to the organizer for taking your availability into account.

10. How can I make the most out of the meetings I attend and avoid multitasking during the meetings?

Try to cut away distractions like phone notifications or email alerts to get the most out of meetings and prevent multitasking.

In order to stay focused during the meeting, you can also take notes or ask questions that will help the conversation stay on topic and important. Try to contribute actively and offer feedback as well to make the meeting effective.


If you enjoyed reading this article on too many meetings, you should check out this one about virtual teams.

We also wrote about a few related subjects like team meeting agenda and what makes a good manager.