Meetings are a core part of modern business, but too often they feel like a waste of time. Sound familiar?

You’re not alone. Research shows that the average employee spends over 31 hours per month in unproductive meetings. These excessive meetings reduce efficiency, delay progress, and harm employee morale.

Organizational psychologist Adam Grant has been vocal about the growing issue. Since 2020, the number and length of meetings have increased dramatically—especially with the rise of remote work. But longer doesn’t mean better. In fact, research shows that human attention declines after just 18 minutes of focused activity.

So, how do we make meetings actually work?

The Psychology of Attention: Keep It Short and Focused

One popular and successful model is the TED Talk format—limited to just 18 minutes. This isn’t just a branding choice. It’s rooted in psychology. Studies show that people retain more information and remain engaged when discussions are concise and purpose-driven.

Some companies are already transforming their approach to meetings. The results?

• Improved cross-team collaboration
• Increased employee satisfaction
• Higher productivity
• Faster decision-making

5 Essentials for Effective Meetings

Want to make your meetings more productive starting today? Follow these proven principles:

1. Define a Clear Purpose

Every meeting should serve one or more of the following goals: decide, learn, bond, or take action. If it doesn’t, consider cancelling it.

2. Share an Agenda in Advance

An agenda gives structure to the meeting and ensures time is focused on meaningful outcomes—not vague conversations.

3. Keep It Small

Invite only those who are directly involved. A smaller group makes it easier to stay on track and avoid decision fatigue.

4. Stick to a Time Limit

Set start and end times—and stick to them. This signals respect for everyone’s time and keeps discussion focused.

5. Assign Follow-Up Actions

Every meeting should end with clear next steps and responsibilities. This prevents repetition and ensures momentum.

A Smarter Approach to Meetings

To make meetings truly effective, ask yourself one simple question before scheduling: What is the purpose of this meeting?

Business experts suggest that meetings should only be held when they are clearly intended to make a decision, learn something new, strengthen team bonds, or take specific action. If your meeting doesn’t meet one of these criteria, it’s probably unnecessary.

Want to Save Time Beyond Meetings?

Improving your meeting culture is just one step toward greater business efficiency. At Katrium, we support companies across Europe with smart outsourcing strategies that cut time waste and free teams to focus on what matters.

Explore more tips in our blog Outsourcing to a Virtual Assistant