Are there too many ‘unnecessary’ meetings in the workplace?

Let’s face it — the modern meeting is broken. We’re drowning in a sea of calendar invites, agenda-less video calls, and endless tangents. “It’s like we’re all stuck in a maze, searching for the mythical “productive meeting.” That’s how Nishant Rajawat, founder, Cybernetyx and Bird AI, describes the sea of meetings, many of them lacking clear-cut agenda and seeming unnecessary in the workplace.

So, before we analyse if there is a concern, let’s understand why meetings are quintessential in the workplace.

Why meetings are needed

When ideas stay limited to you, they die. That’s where meetings come in. The primary purpose of a meeting is to save time by facilitating discussions with multiple key stakeholders simultaneously. “Meetings can be utilised well for brainstorming, decision-making, problem-solving, collaboration, keeping everyone updated and aligned, and team building,” said Uday Pratap Singh, a strategy consultant.

Meetings may occasionally be essential for the following reasons:

A. Team alignment: In the initial stages of a project, revisiting fundamental aspects such as purpose, end goals, approach, constraints, and values is essential to align the team’s mindset and thought processes. “This repetition helps embed key ideas into participants’ subconscious, facilitating natural decision-making on an individual level,” said Singh.

B. Complex discussions: Certain topics necessitate real-time interaction and clarification, rendering meetings more effective in addressing intricate issues.

C. Progress momentum: Recurring meetings for progress updates serve to maintain momentum and drive participants toward achieving milestones. “However, the frequency of such meetings must be carefully calibrated to ensure efficiency and effectiveness,” said Singh.

When are meetings productive and efficient?

Meetings with meticulously planned agendas, clearly outlined objectives, and pre-decided time durations with relevant personnel ensure that the discussions are efficient. “They ensure that all concerns receive equal amounts of visibility and attention they deserve. They provide a platform for more seamless brainstorming, establishing a culture of collaboration and cohesiveness among teams,” described Pranay Prakash, CHRO, Baazi Games.

With varied perspectives coming together, ideas evolve and get fine-tuned to align with the larger objectives facilitating better outcomes for the organisation.

Efficient and strategic execution of meetings can yield significant value:

Preparation: Setting a clear agenda and informing participants well in advance enables them to come prepared with ideas and the right mindset. “This ensures that the meeting progresses smoothly in the right direction with a shared understanding of the agenda, facilitating concise discussions and well-thought-out arguments,” said Singh.

During the meeting: Employing a predefined structure, utilising written documents or presentations, and appointing a moderator can help maintain focus on the agenda and prevent unnecessary digressions. Singh cited Amazon’s approach to meetings, which mandates the preparation of a detailed written document for discussion and mandatory pre-reading, exemplifying “efficiency, promoting shorter and more effective meetings”.

“Efforts required in preparing the document discourage employees from scheduling unnecessary meetings,” noted the strategy consultant.

Tracking participants’ arguments through written notes aids in summarising key points and facilitates informed decision-making, thereby streamlining the meeting process significantly. “When the purpose of the meeting is to make a decision, it’s beneficial to write and categorise participants’ arguments into pros and cons before deriving a conclusion,” Singh asserted.

Post-meeting: Providing written key takeaways to participants at the meeting’s conclusion ensures that essential information is retained beyond the immediate aftermath of the discussion. According to Singh, this prevents the loss of valuable insights and ensures that the meeting’s purpose is fulfilled. “Generally, participants lose significant insights from the meeting shortly afterward if they don’t have written notes,” said Singh.

Your work can get hampered due to meetings (Source: Unsplash)

Prakash notes that email/chat space communication presents a barrier especially when it comes to conveying sensitive issues effectively. “Team members may interpret messages based on their perception of situations which hampers receptiveness as well as alignment. These obstacles can be overcome through direct one-on-one conversations, which help to address the gravity of such matters,” said Prakash.

According to him, body language, tone, and facial expressions offer the advantage of clear expression, which helps to bridge potential communication gaps.

When do meetings become counterproductive?

Meetings can become burdensome if not properly planned and executed. Singh recalls an instance when a meeting involving senior employees, including vice-presidents and business heads.

“Such experienced individuals couldn’t resist the temptation to showcase their expertise, resulting in a disorganised discussion and fostering tensions among participants. In such cases, participants with valuable arguments may refrain from participating in the discussion,” Singh recalled.

Unnecessary meetings can create unneeded pressure on individuals, feels clinical psychologist Kamna Chhibber. It takes away time that can otherwise be utilised for completing significant work.

“It makes individuals restless and creates anxiety around how they would manage their tasks and strike a balance between home and work. It can lower moods and impact sleep and appetite as people struggle to manage their time and tasks effectively,” said Chhibber, adding that productivity suffers and it can create thoughts about how they would be perceived as professionals.

What can help?

It’s very important to avoid unnecessary attendees, follow the agenda, take comprehensive notes, and opt for alternative communication methods when appropriate to maximise productivity and minimise time wastage. “If something can be done over email, never opt for a meeting,” said Singh.

Rajawat, who believes that better meetings lead to better actionable outcomes, said his company is harnessing AI or artificial intelligence to steer even meetings. “AI won’t just be a part of the meeting – it will be the operating system that powers it — from intelligent transcription and real-time analysis to personalised insights and recommendations,” said Rajawat.

In our daily operations, it is pertinent for leadership to optimise the meetings and tasks and work towards having the same on an as-needed basis. Chhibber explained that this would ensure higher productivity and reduced time lags on tasks and ensure team members are happier and more committed to the work.

Constructive meetings can help strategise (Source: Freepik)

“It’s also important to keep working to remove redundant meetings and tasks to free up time for higher-order thinking and work,” Chhibber added.

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