Tackling “Meeting Fatigue”: How Teams Can Work Smarter, Not Harder

Amy is all too familiar with the burden of “meeting fatigue.” Days packed with back-to-back meetings leave little time for focused work, strategic thinking, or meaningful collaboration. Not to mention lunch, a workout, or even a minute to go to the bathroom. By 5 pm, Amy is spent and yet feels that she didn’t accomplish anything. She often works another 4 or 5 hours to make headway on deliverables. Her inbox is ugly, and she finds she regularly misses messages. Her team feels the same way: drowning in unproductive conversations. They know there has to be a better way.

The good news is that it doesn’t have to be like this. By addressing the root causes of meeting fatigue, leaders can streamline communication, increase productivity, and create a culture of purposeful collaboration. And yes, fewer meetings might mean fewer excuses to “schedule a follow-up to the follow-up.” Or a meeting to discuss a meeting. Sound familiar?

The Reality of Meeting Overload

Meetings often dominate the workday. According to Harvard Business Review, senior managers spend 23 hours a week in meetings. Many of these are inefficient, lack purpose, or involve too many participants—leaving attendees frustrated and disengaged.

Most of us are challenged by:

1. Too Many Meetings: Employees feel tethered to their calendars, leaving little time for deep thinking work.
2. No Purpose or Agenda: Meetings without clear objectives lead to unfocused discussions.
3. Overcrowded Invitations: Too many attendees dilute the conversation, limit decision-making, and stifle productivity.
4. Lack of Progress: Revisited or deferred decisions create redundancy.
5. Missing Decision Makers: Absences delay progress and necessitate additional meetings.

These challenges erode morale and create inefficiency. Leaders must act to break this cycle.

What can you do? Strategies to Combat Meeting Fatigue

Addressing meeting fatigue starts with intentionality. Implement these strategies to reclaim your team’s time and energy:

1. Evaluate Necessity Not every issue requires a meeting. Ask:

• Can this be resolved through an email or a quick chat?
• Is a meeting essential for achieving the desired outcome?

Encourage a “meet with purpose” mindset. “This could’ve been an email” should be a badge of honor, not a regret.

2. Define Objectives and Agendas Every meeting should have a specific purpose. Share agendas in advance with:

• The meeting’s goal
• Topics to discuss
• Decisions to make

Clear agendas reduce “meeting creep,” where discussions drift off course.

3. Limit Attendance Smaller meetings are often more effective. Ask:

• Who must attend to achieve the objectives?
• Who can provide input before or after without attending?

Fewer attendees respect everyone’s time. No more “Why am I here?” moments. The ideal number of people in a meeting is eight or less, anything more is not a meeting but more like a town hall presentation. Be honest: if you’re multitasking (admit it, we’ve all been there!) you need to think if you really should be in the meeting.?

4. Establish Engagement Rules Productive meetings need active participation. Set expectations for contributions, encourage diverse perspectives, and avoid distractions like multitasking.

5. Prioritize Decisions and Action Items Ensure meetings lead to outcomes:

• Allocate time for decisions and include the right people.
• Summarize takeaways and assign action items.
• Share post-meeting notes with next steps.

As part of my Trusted Voice Paradigm, (link to my site) clarity and alignment are crucial. When expectations are clear, meetings drive progress instead of stalling it.

6. Rethink Length and Frequency Consider shorter meetings (e.g., 25 or 50 minutes) to allow buffer time. Introduce “meeting-free” days for deep work, and regularly audit recurring meetings to ensure their value.

Before you make any changes, take two weeks to observe what is working and what is not. Pause before and after each meeting: What do you want to accomplish? What did you accomplish? What worked? What didn’t? Did you need to be in the meeting? During this phase, be a detective. Don’t make decisions, but rather observe and learn. Then, you can implement changes.

Building a Culture of Productive Meetings

Effective meetings are a cornerstone of successful teams. To embed these strategies:

Train your Leaders. Equip managers to run efficient, decisive meetings. Come together to decide how you will all work together to change your culture of meetings. Make them part of the process. Give them permission to make changes and even more importantly, say No to meeting invites.?

Gather Feedback. Regularly ask your team how meetings can improve. What do they need and want to see differently?

Celebrate Success: Recognize individuals who model effective meeting practices. Share changes with the entire team.

When your meetings are purposeful, the benefits ripple through the organization with increased productivity and engagement. Your team and leaders are empowered to make decisions, putting everyone on the same page. Leaders have the chance to lead by example. By addressing meeting fatigue head-on, you can create a workplace where every conversation counts, and teams are energized to deliver their best work. They become Cohesive, Aligned, and Value-Add teams.

Time is one of our most valuable resources. Let’s make meetings work for us, not against us. And remember: the best meeting is the one that doesn’t have to happen!