How to Fix Meetings: Meet Less, Focus on Outcomes and Get Stuff Done

Let’s begin our journey with a gentle, honest look at the world of meetings—a landscape that so many of us know all too well. Can you remember the last time you were invited to a meeting and felt a sinking feeling in your stomach? Perhaps you thought, 'Here goes another hour I’ll never get back.' You’re not alone. Across industries and continents, meetings have become synonymous with wasted time and lost energy. But why is this the case? And what is the true cost of all these gatherings?

Imagine for a moment: the average employee spends about 31 hours each and every month in meetings. That’s nearly a full workweek lost, not to creative breakthroughs, but to agendas that meander and discussions that drift. And for those in senior positions, the numbers are even more daunting—CEOs can spend more than half their week in back-to-back meetings. But the real cost isn’t just measured in hours or dollars. It’s measured in lost opportunities: the projects that never get started, the ideas that never see the light of day, and the energy that quietly drains away.

There’s an emotional toll, too. Meeting fatigue is real. The more time we spend in unproductive meetings, the less enthusiasm we have for the next one. It’s a downward spiral, as each poorly-run meeting leaves us with less energy to make the next meeting any better. When our calendars are packed, our attention is fragmented; when our attention is fragmented, innovation and connection wither.

But here’s something many overlook: our attention span is shrinking. A decade ago, adults could focus for about twelve minutes at a time. Now, it’s barely five. The constant pings of smartphones, the lure of multitasking, and the pressure to always be 'on' mean that even when we show up, we’re rarely fully present. Meetings, instead of being spaces for clarity and collaboration, become just another distraction.

Yet, hidden in this bleak landscape are moments of magic. Can you recall a meeting where, against all odds, a breakthrough happened? Where a team found consensus, or a new idea took flight? These moments remind us that meetings, when done well, can be powerful catalysts for change and connection. But to reach that potential, we must first recognize and confront the reality: most meetings are broken, and the cost is greater than we think.

As we move forward, let’s carry with us a sense of curiosity and hope. If meetings can drain us, they can also inspire us—if only we learn how to fix them. Next, let’s explore the gentle art of reclaiming our attention and finding the balance needed to make meetings matter again.