In today’s workplace, meetings have become a central feature of professional life. Since the pandemic, employees have reported attending more meetings than ever before, particularly in virtual and hybrid environments. While meetings are often necessary for collaboration, they can also contribute to stress and reduced productivity. In a recent survey, the number of meetings per day was ranked as the leading cause of workplace fatigue. Nearly half of respondents also noted that purposeless meetings (gatherings without clear goals or direction) were a major factor in draining energy. Addressing this issue requires better meeting practices, from deciding whether a meeting is necessary to ensuring that it runs efficiently and concludes with actionable results.
Determining if a Meeting Is Worth Having
The first step in combating meeting fatigue is to evaluate whether a meeting is truly necessary. Meetings are often scheduled out of habit or convenience, yet not every issue requires a group discussion. Some updates can be communicated more effectively through emails, project management tools, or quick one-on-one conversations. If a meeting lacks a clear objective, it risks wasting valuable time that employees could have devoted to focused work. Leaders should carefully assess whether scheduling a meeting will genuinely advance progress or whether alternative methods of communication would suffice.
Planning with Purpose
If a meeting is deemed necessary, it should be planned with a clear purpose. Every meeting must have defined objectives: solving a problem, making a decision, or aligning on project progress. A well-structured agenda helps participants understand what will be discussed and what is expected of them. Without these elements, meetings are likely to drift or go off-topic, leading to frustration and disengagement among attendees.
Finalizing the Invite List
Another important step is determining who truly needs to attend. Inviting participants who do not have a role in the discussion adds unnecessary time and costs to the meeting. The host should carefully evaluate the list of potential attendees, ensuring that each individual is able to contribute meaningfully to the discussion or benefit directly from the outcomes. Respecting employees’ time in this way helps reduce fatigue and importantly, it promotes engagement.
Staying on Track
During the meeting itself, it is crucial to stay focused. Tangential discussions, while sometimes creative, often extend the meeting beyond its purpose. Distinguishing between useful brainstorming and off-topic conversation is essential. If new but unrelated ideas arise, they can be recorded for later review, ensuring that the current meeting remains productive while still preserving innovative thoughts for future exploration.
Taking Notes and Assigning Action Items
Designating a notetaker is another best practice that supports efficiency and accountability. Concise notes should record what tasks need to be completed, who is responsible, and the associated deadlines. By clearly documenting responsibilities, the team leaves the meeting with a shared understanding of next steps. This reduces confusion, prevents delays, and increases the likelihood that set goals will be achieved.
Conclusion
Meeting fatigue is not inevitable. By carefully evaluating whether a meeting is necessary, planning with a clear agenda, limiting attendance to essential participants, maintaining focus, and recording actionable outcomes, organizations can transform meetings into effective tools rather than sources of frustration. Addressing meeting fatigue not only improves productivity but also supports employee well-being, allowing teams to collaborate more efficiently and with greater purpose.
References
Spraggs, S. (2023, October 26). What’s meeting fatigue and how to fix it? Forbes. https://www.forbes.com/sites/forbesbooksauthors/2023/10/24/whats-meeting-fatigue-and-how-to-fix-it/