STEP-BY-STEP GUIDE
Eliminate
Unnecessary Meetings
Meetings are notorious time-wasters. Here’s how you can cut down on them and reclaim your time.
Guide purpose
Tired of wasting hours in meetings that could’ve been an email? This guide will help you cut down on unnecessary meetings, reclaim your time, and make decision-making faster and more efficient.
Follow these steps to streamline your workflow and spend less time talking, more time doing.
When to use it
When you feel stuck in a never-ending meeting loop and no decisions are being made.
Area
Strategy, innovation, and transformation
Time
60 min
Participants
You
Capabilities Needed
Critical thinking
Self-reflection
Summary
You can eliminate unnecessary meetings by:
1. Questioning every meeting’s necessity.
2. Using non-instant tools for feedback and input.
3. Dare to make decisions based on that input.
4. Holding short calls only for sticking points.
5. Using the “Disagree and Commit” principle.
6. Empowering a Decider when needed.
7. Keeping regular check-ins short and meaningful.
Method
Step 1: Question Every Meeting
Before scheduling a meeting, ask yourself:
Is this meeting truly necessary?
Can we solve this issue with a quick message, email, or non-instant tool?
If the answer is yes, skip the meeting.
Step 2: Replace Meetings with “in-your-own-time” Input
Use tools like Slack, Google Docs, or project management platforms to gather input and feedback. Here’s how:
Post questions or decisions in Slack/Teams or send an email.
Create a quick Slack/Teams poll for informal input. Make it clear that this is just for feedback—not a decision-making tool.
Use Google Docs/Microsoft Word or similar tools for collaboration. Leave comments, suggest edits, and resolve questions without calling a meeting.
Step 3: Make Decisions Based on the Input
Once feedback is in:
Review the input.
If you’re leading the project, consider all feedback and make the call.
Remember, the person in charge decides — not the group. This keeps things moving.
In a non-formal way, inform people affected by the decision.
Step 4: Use Quick Calls for Sticking Points
If there’s a disagreement or unresolved issue, schedule a short call. Here’s how to keep it efficient:
Limit the call to discussing specific sticking points, not everything.
Set a clear agenda ahead of time and stick to it.
Keep it as short as possible. Aim for 15 minutes, not an hour.
Step 5: Disagree and Commit
Once a decision is made:
Even if not everyone agrees, commit to the decision and push forward.
Encourage healthy debate during the decision process, but once it’s made, everyone needs to get behind it.
Use Amazon’s “Disagree and Commit” principle: It’s okay to disagree, but once the call is made, everyone works to make it successful.
Step 6: Empower a Decider
When you hit a deadlock, empower a Decider:
If the team can’t agree, appoint a Decider (usually a project lead or senior team member) to make the final call.
The Decider should listen to input but isn’t obligated to follow a majority vote. Their role is to be the arbitrator.
Once the decision is made, the whole team must commit to executing it.
Step 7: Regular Check-ins, Not Endless Meetings
Not all meetings are bad. Keep meetings short and purposeful:
Use 1-on-1s or short team check-ins to stay aligned.
Swap out regular meetings for performance reviews twice a year, if needed.
Avoid long, aimless discussions. Meetings should have a clear purpose and end on time.
Bonus: Measure the Cost of Your Meetings
Next time you schedule a meeting, think about the cost:
10 people in a 1-hour meeting? That’s 10 hours of collective work time gone.
Always ask: Is this meeting worth the cost, or can we resolve this more efficiently?
Stop wasting time in meetings, and start using your time for real work.
Follow these steps, and you’ll be on your way to a leaner, more productive work environment.