By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. View our Privacy Policy for more information.
MeetGeekBlogHow to Reduce Meetings and Not Miss Out
Back to Blog

How to Reduce Meetings and Not Miss Out


Meeting fatigue is real. Learn how to reduce meetings and optimize your productivity levels by reading this article!

Anastasia Muha
May 8, 2023
5 min read
Table of content
Boost Your Meeting Productivity!
Record, transcribe and get AI summaries of your online meetings.
people on the call discussing feature requestSign Up for Free
Share the knowledge with your circle

 Image Source: luis_molinero on Freepik

Are you trying to learn how to reduce meetings, but every article you stumble upon provides vague advice with little to no applicability? Luckily, you’re in the right place.

Meeting madness is an epidemic that is affecting businesses across the world. With companies relying so heavily on collaboration, hosting more meetings may seem like the obvious choice. False! When not run correctly and with both individual and collective interests in mind, they quickly become a waste of time and resources. 

In truth, not all meetings are created equal, and some meetings are more important than others. Read on to learn how to reclaim your time and resources!

Signs You’re Having Too Many Meetings

You've probably experienced firsthand how meetings can become a productivity black hole that consumes hours of valuable time each day. 

Below, we describe the clear indicators that you’re having too many meetings.

A. They Could Be an Email

There are multiple criteria to determine if a meeting could have been replaced with an email. 

Firstly, consider the type of meeting you're having. While a brainstorming session or a decision-making meeting may require a private setting that allows for the exchange of ideas and feedback in real-time, a project update meeting can sometimes be easily replaced with an email. 

Secondly, think about the complexity of the topics you're going to discuss. More complex topics may require a meeting, while simple topics that can be organized into bullet points should just be discussed in writing. 

B. There Are Too Many Attendees

There are a few key indicators that can help you to determine if you’re sending out the meeting invitation to too many people. Perhaps the most important one to consider is the amount of time the meeting takes. If your team finds it hard to get through the agenda, this is a clear indicator that the number of people present is too large.


Pay close attention to how many attendees are not actively contributing to the discussion. If your meeting is not progressing optimally and productively, this could be a signal that you're wasting your time.


Robert Sutton, professor of organizational behavior at Stanford University, discovered that for meetings to stay productive, they should only include five to eight participants.

Overcrowding your meetings  — whether in-person, virtual, hybrid, external, or internal meetings — is never a good idea. Just because certain people could benefit from the information shared during the meeting does not mean they must be present. In fact, having too many attendees can compromise overall team productivity and even lead to more meetings.

How do you make sure your entire team benefits from your meetings, but without the pressure of having to attend? MeetGeek might be just what you need to revamp your meeting format!

Our virtual AI meeting assistant allows you to share your meetings – or just the meeting notes — with your entire team in just a few clicks. Your personal MeetGeek assistant automatically records, transcribes, analyzes, and summarizes your meetings, so you can focus on being present and creating meaningful meetings! 

C. There Are Not Enough Attendees

If the number of attendees who have a direct stake in the outcome of the meeting or who are responsible for taking action after it is too low, you are better off without that meeting. 

Otherwise, the conversation can quickly become dominated by a select few, which often results in decisions being made without relevant — or sufficient — input.

D. They’re Repetitive

Meetings should always be targeted and relevant. If the same topics are being discussed over and over again, especially during recurring meetings, this is a telltale sign that your meetings are too repetitive. 

Another indicator is if the same people are always attending the meetings, or if the meeting agendas stay the same for longer periods of time.

E. The Meeting Objectives Are Unclear

Does it seem like it is difficult for everyone in the meeting to participate effectively and understand the meeting's purpose or the desired outcome? 

To get the answer to this question, look for a lack of consistency among the stated objectives for the meeting.


For instance, if the meeting objective is to “discuss a new product launch,” but the agenda includes topics such as “reviewing sales figures” or “team building,” you’re setting your meeting up for failure.

F. There Is No Meeting Agenda

Not having a clear meeting agenda is an obvious sign of a lack of organizational efficiency.

You should craft your meeting agendas carefully and hold yourself and your team accountable for how effectively you're putting the agenda items into action, both during and after your meetings.

If you can't map out how your meeting will progress, you probably shouldn't have that meeting. 

Image Source: KamranAydinov on Freepik

How Many Meetings Do You Need?

Each business has a unique profile, so different teams deal with different issues.

Consequently, the number of meetings that can be conducted and still be successful can vary between organizations and, in some cases, even within the same firm. 

Nevertheless, the easiest way to measure whether a meeting is necessary is by assessing its efficiency. In this regard, necessary meetings are synonymous with productive meetings.

Tips For Less Meetings With a Higher Impact

According to Harvard Business Review, 70% of meetings prevent employees from completing their work tasks. To prevent this, here are our seven tips to help you reduce unnecessary meetings.

1. Host Virtual Meetings

With so many teams opting for remote meetings, in-office meetings are becoming a thing of the past. And since modern problems require modern solutions, you’ll need team communication apps to make it easier than ever for team members to connect with each other. 

To get started, choose the type of virtual meeting that you want to host. Popular options include webinars, video conferences, and online discussion forums.

Once you do this, create a welcoming online environment for participants, such as providing a brief introduction and setting expectations for participation.

It is critical to choose the right platform for the meeting. To do this, consider your budget, the number of participants, and the type of meeting when selecting a platform. Popular platforms for virtual meetings include Zoom, Google Meet, and Microsoft Teams.

Keep in mind the security aspects of your virtual meetings. Ensure that they are secure by setting passwords and enabling end-to-end encryption.

To create an engaging virtual meeting experience, consider adding to your meetings visuals, such as slides, videos, and polls. Additionally, consider providing breakout rooms for group discussions and encouraging participants to share ideas. 

2. Ensure Your Meetings Are Necessary

Evaluating the effectiveness of the meetings is imperative. After each meeting, ask yourself if you exploited the time allocated for each meeting to the fullest and if the meeting could have been handled differently. If the answer to the latter is yes, make a note of it and consider alternative solutions for future meetings.

Here are the questions you need to answer to before scheduling a meeting:

  • What is the objective of the meeting?
  • Are there any alternative solutions (e.g., digital communication) that could achieve the same outcome?
  • Will the meeting be productive and constructive?
  • Are the participants prepared and well-informed?
  • Is there likely to be a positive outcome from the meeting?
  • Is there a risk of the meeting being a waste of time?
  • Are there any potential conflicts or issues that could be addressed more effectively outside a meeting?
  • Are there any other activities or tasks that could be prioritized over the meeting?
Image Source: KamranAydinov on Freepik

3. Reduce Meeting Time

Limit the length of your meeting to the amount of time needed to accomplish your objectives. When assigning time slots for certain topics, try to be as realistic as possible. 

This could mean that you'll need to reserve some topics for discussion at an ulterior date, or that you'll need to discuss some topics via email or other communication methods. According to MIT Sloan Management Review, setting aside only 15, 20, or 25 minutes for a meeting can encourage productivity, while still allowing you to reach your goals.

4. Attend the Right Meetings

In life, you have to pick your battles, and work life is no exception. Attend only the meetings that you can actively participate in and contribute to. For your other meetings, you can always send your MeetGeek virtual meeting assistant to automatically record, transcribe, analyze, and summarize them while you take care of more urgent matters. 

This way, you can always be in the loop, without having to rely on other team members to fill you in on the information that was discussed. After all, memory is subjective, and you’ll need an accurate image of what happened during some of the meetings that you skipped.

The best part is that you can also apply this strategy in the case of overlapping meetings, asynchronous communication, or even when you’re taking a few days off!

MeetGeek automatically records, transcribes, analyzes, summarizes, and stores your meetings in one place. This drastically improves the quality and effectiveness of your meetings, which means no more unnecessary meetings! 

Try MeetGeek for free to learn how to accomplish more with fewer meetings and prevent your team from ever experiencing meeting fatigue again!

5. Set Clear Meeting Goals

To avoid excessive meetings, keep your eyes on the prize by defining exactly what you’re seeking to achieve during your meetings.


Get as specific as possible by employing a strategy like the SMARTER Framework to help you create well-structured and attainable meeting goals.

6. Have a Great Meeting Agenda

The easiest way to have a good and productive meeting is to have a clear meeting script, also known as a meeting agenda. Once you have your meeting objectives figured out, you can go straight to elaborating on your agenda items. 

Try to keep the number of agenda items within a reasonable range, so you can allocate the proper amount of time for each of them. Make it a priority to share the meeting agenda with participants in advance, so they have enough time to submit any ideas or topics they would like to discuss or decisions they would like to make in advance. 

This way, they are less likely to decline meetings and more likely to meaningfully contribute to the upcoming ones, as they will have more time to prepare accordingly.

You can also use the meeting agenda to take notes and keep track of the decisions that you make and any action items that need to be completed after the meeting. This will also help you to prevent any unnecessary follow-up meetings from taking place.

7. Follow Up After the Meeting

Open and transparent communication and collaboration before, during, and after your meetings make it easy to reduce the number of meetings. 

Send a summary of the meeting and any action items to all attendees immediately afterward, indicating the responsible person for every item and the deadline for completion. Since this is in writing, it will help to keep all team members accountable and guarantee your meeting was productive.

Accomplish More With Fewer Meetings With MeetGeek!

To create a collaborative work culture, you need to stop the meeting madness and begin focusing on meeting productivity instead!

Try MeetGeek for free today to change the narrative and do more with fewer meetings. Our virtual meeting assistant automatically records, transcribes, analyzes, and summarizes your meetings, all while allowing you to focus on making your meetings matter!

Article updated on 
June 12, 2023
Share the knowledge with your circle
Related posts

5 Best Fireflies.AI Alternatives in 2024: Top Picks

Explore the top 5 alternatives to Fireflies.AI Notetaker in 2024, offering innovative features and tools to enhance your virtual meeting performance.

This is some text inside of a div block.

How to Write a “Thank You” Email After a Sales Meeting with Examples

Learn to craft compelling thank you emails after sales meetings with examples, to accelerate deals and foster strong client relationships.

This is some text inside of a div block.

AI-Enabled Customer Support to Boost Service Excellence

Know how AI-powered customer support becomes more efficient in handling customer concerns and helping businesses flourish.

This is some text inside of a div block.

How to Ask Someone for Their Availability for a Meeting with Examples

Effortlessly schedule meetings: How to ask for availability, with practical examples to ensure smooth and respectful coordination.

This is some text inside of a div block.

How to Create the Ultimate Interview Transcript in 2024

Unlock the secrets to creating the ultimate interview transcript: expert tips on accuracy, formatting, and technology for flawless documentation.

This is some text inside of a div block.

The 2024 Guide to Asynchronous Communication

Master asynchronous communication in 2024! Discover tools, techniques, and best practices for efficient remote collaboration and productivity.

This is some text inside of a div block.

6 Best Otter.AI Alternatives in 2024: Top Picks

Explore the top 6 alternatives to Otter.AI in 2024 to find an all-in-one solution for all your online meetings.

This is some text inside of a div block.

How to Write a Follow-Up Email After a Meeting: The Professional’s Guide

Unlock the secrets of writing follow-up emails after meetings with this professional guide. Learn key tips for impactful, effective communication.

This is some text inside of a div block.

The 10 Most Effective Types of Note-Taking

Unveiling the top 10 note-taking methods to skyrocket your productivity. Don't miss out on these game-changing strategies!

This is some text inside of a div block.

AI-Powered SaaS Support: Improving Customer Service and Efficiency

In this article, let's discover if and how AI-powered SaaS support can reinvent customer service workflow in today’s industry.

This is some text inside of a div block.

9 Tools For Building A Collaborative Work Environment Remotely

Discover 9 tools that will help your company to facilitate smooth remote working environment and increase your team's productivity and collaboration.

This is some text inside of a div block.

How to Ace The Client Onboarding Process

Discover the best strategies for client onboarding to ensure a smooth and effective experience for your business and customers.

This is some text inside of a div block.

How to Build the Best Remote Team In 2024

Working efficiently while in a remote status is now a necessity. Let's explore some hacks that can be applied by your company today.

This is some text inside of a div block.

How to Take Interview Notes Like A Pro

Master the art of interview note-taking to enhance your skills and capture crucial details. Get the expert tips you need to boost your interview performance here!

This is some text inside of a div block.

How Do I Share My Google Calendar for Better Collaboration?

Are you getting the most out of your Google Calendar app? Learn how to share your Google Calendar with others to boost your productivity here!

This is some text inside of a div block.

Managing Remote Teams: 25 Tips & Best Practices

If you want to succeed at managing remote teams, there are several guidelines you must follow. Read this article to find out what they are!

This is some text inside of a div block.

Redesign Your Employee Onboarding Program: Actionable Tips + Checklists

Are you a hiring manager looking to refine your employee onboarding program? Read this article, where we teach you the ins and outs of the entire process!

This is some text inside of a div block.

How to Create Flawless Action Items + Examples

Want to boost your productivity and achieve your goals with actionable steps? Master the art of writing effective action items with this guide!

This is some text inside of a div block.

How to Record a Teams Meeting

Discover our easy-to-follow steps for recording a Teams Meeting. Effortlessly save discussions, presentations, and collaborative sessions to never miss out on important details again!

This is some text inside of a div block.

15 Tips to Run Effective Team Meetings

Team meetings are an important tool for motivating your team and driving success. Learn how to plan and execute effective meetings that inspire and engage your team!

This is some text inside of a div block.

How to Record Google Meet Sessions on Any Device in 2024

Discover how to easily record a Google Meet in our comprehensive guide. Read this article to never worry about missing important information again!

This is some text inside of a div block.

How Sales Call Recording Can Help Your Team Close More Deals

Sales call recording is a game-changer for any sales team. Read this article to discover how it can help sales reps and managers alike refine their sales process and close more deals!

This is some text inside of a div block.

How to Promote Collaboration and Innovation in Your Team?

Learn strategies to foster creativity and achieve remarkable results through the combined power of team collaboration and innovation

This is some text inside of a div block.

How to Create a Killer Talk Track Your Sales Team Will Use

A good talk track is a tried and tested way to engage potential customers in conversation and boost your sales. Here’s what you need to know!

This is some text inside of a div block.

How to Create Notion Meeting Notes, Automatically

Read this article to learn how to hack notion meeting notes with minimal effort on your part — in only a few steps!

This is some text inside of a div block.

10 Ways an AI Meeting Assistant Can Help With Your Meetings & Interviews

Without the right tools in place, meetings can be a painful process. Read this article to explore the 10 best use cases of having an AI meeting assistant!

This is some text inside of a div block.

7 Top Internal Communication Tools to Boost Your Productivity

Streamline team collaboration, break down barriers, and unlock your team's full potential for success with these essential tools.

This is some text inside of a div block.

8 Best Sales Productivity Tools to Improve Your Workflow

Let's discover the tools that can boost your effectiveness and propel your sales success to new heights!

This is some text inside of a div block.

Reinvent Your Work: A Quick Guide to Automated Transcription

Time is the most important of currencies, so manual notes are no longer an option. Keep reading to learn how to reap the benefits of automated transcription!

This is some text inside of a div block.

How to Handle Customer Discovery the Right Way

Performing customer discovery and adapting your business model based on your findings will set you apart from the rest. Read on to learn how to do that!

This is some text inside of a div block.

The Secret to Effective Meeting Minutes

How can you ensure that your meeting minutes are good and that you’ll be able to actually use them later on? Read this article to find out!

This is some text inside of a div block.

What Is Conversation Intelligence & Why You Need It

Learn how conversation intelligence can change how you do business and what tools to look for by reading this article!

This is some text inside of a div block.

How to Reduce Meetings and Not Miss Out

Meeting fatigue is real. Learn how to reduce meetings and optimize your productivity levels by reading this article!

This is some text inside of a div block.

How to Start a Consulting Business in 10 Steps (+Tips)

If you've been thinking about how to start a consulting business for a while, you're in the right spot! Read this to learn everything you need to know & more.

This is some text inside of a div block.

How to Create a Culture of Knowledge-Sharing Across Your Company

How do you create a culture of knowledge-sharing across your company? Read this article, where we share our 7 tips to help you achieve that!

This is some text inside of a div block.

12 Proven Tactics to Increase Productivity in Sales

Want to boost your productivity in sales, increase your conversion rate and close more deals? Read this to reach peak efficiency within your sales team!

This is some text inside of a div block.

9 Tips to Achieve Ultimate Meeting Productivity

Are you tired of being stuck in an endless cycle of unproductive meetings? Follow our 9 tips to help you achieve maximum meeting productivity!

This is some text inside of a div block.

Why You Need to Set Meeting Goals and How to Do That

The first step to a successful meeting is defining your meeting goals. Read this article to learn how high-performing teams do this!

This is some text inside of a div block.

5 Tips to Take Great Meeting Notes & Why Use A Virtual Meeting Assistant (+Free Templates)

Are you struggling to take meeting notes during your team meetings? Follow these 5 tips to get it down to a science and ace your next meeting!

This is some text inside of a div block.

How to Get Clients For Your Business

Are you a new business owner looking to attract clients? Here are our tips to teach you how to get clients for your business!

This is some text inside of a div block.

Essential Productivity Tools for Customer Success Managers

15 best tools for calendaring, emailing, customer success activities, project management, and meetings gathered by our partner Custify

This is some text inside of a div block.

15 Sales Coaching Tips That Actually Work

Find out what the most effective sales coaches have in common and help your team succeed with these 15 sales coaching tips!

This is some text inside of a div block.

5 Types of Customer Service Interview Questions You Need to Ask

Are you struggling to get your customer service interview questions right? Here’s how to find the best reps for your agency!

This is some text inside of a div block.

10 Sales Tools to Boost Your Productivity

What does it take to improve the productivity of your sales team? While training and gamification can be helpful, it’s the sales productivity tools that can make all the difference.

This is some text inside of a div block.

Get Started with Meetgeek

Turn meetings from a necessary evil into a positive and rewarding experience