The Surprising Science of Meetings

How much are your workplace meetings costing you—in time, money, and morale? The answer might surprise you.

1. The Hidden Cost of Modern Meetings

Meetings dominate the workday but often yield little benefit. While meetings may seem like necessary rituals of workplace culture, they consume significant financial and time resources. For instance, businesses in the United States collectively spend $1.4 trillion annually on meetings, which constitutes 8% of the national GDP.

Despite this investment, many employees perceive these gatherings as unproductive. A global survey of 40,000 workers revealed that 69% found meetings to be a waste of time. Similarly, 50% of respondents in a US poll said they'd rather do another unpleasant task than sit through a weekly update meeting. This inefficiency points to a major workplace challenge.

If organizations could recalibrate how they conduct meetings, they could save millions while improving team productivity and morale. Creating meetings that serve a real purpose must become a priority for leaders everywhere.

Examples

• Xerox's 24,000-person team spends over $100 million annually on meetings.
• Italian CEOs dedicate 60% of their workday to meetings, excluding conference calls.
• Non-managerial staff in the US attend an average of 8 meetings a week.

2. Leaders Overestimate Their Meeting Skills

Leaders often misjudge their ability to conduct effective meetings. They tend to rate meetings far higher than attendees do, possibly because meeting leaders usually dominate conversations, giving them a false sense of success.

To improve, leaders should actively seek honest feedback. Companies like Weight Watchers have installed touchscreens near meeting rooms, enabling employees to rate meetings anonymously. When meeting adjustments such as introducing agendas were made, dissatisfaction dropped dramatically.

True leadership in meetings is about adopting what’s called a "servant mindset," where the focus shifts to meeting the needs of attendees. Leaders ensure clear time management, guide discussions back on track, and foster a space for everyone to share and debate constructively.

Examples

• Weight Watchers reduced attendee dissatisfaction from 44% to 16% by adding agenda boards.
• Leaders talking more tend to misjudge the meeting as productive, creating a skewed personal bias.
• The servant leadership approach actively ensures participants feel heard and engaged.

3. Short Timing Boosts Efficiency

Meetings often default to one hour, but this timeframe is not inherently ideal. Parkinson’s Law states that tasks expand to fit the time given, which leads to wasted time in meetings designed to fill an entire hour.

Research has confirmed this phenomenon, from college math tests to NASA experiments, as groups tasked with unlimited time take longer without adding value to the outcome. Leaders can combat this by setting shorter, more specific time limits, such as the 10-minute meetings favored by Yahoo's CEO, Marissa Mayer, or the 15-minute huddles used by Apple and Dell.

Changing meeting length creatively also helps. One example is TINYpulse’s precise starting time of 8:48 a.m., which captures attendee attention and ensures punctuality.

Examples

• NASA studies validated how excess time hinders productivity in planned tasks.
• TINYpulse uses unusual starting times to grab focus and prevent lateness.
• Obama administration daily huddles demonstrated impressive team efficiency with short meetings.

4. Reimagine the Agenda to Add Meaning

An agenda is not the magic fix many assume it to be. Often, leaders create generic or recycled agendas that fail to drive meaningful interactions. A study of executives found that 50% used the same agenda repeatedly, leading to repetitive and stagnant meetings.

To fix this, agendas should be carefully tailored. Attendees should contribute ideas in advance, ensuring topics resonate with their actual needs. Furthermore, the most important items should be placed first, as these naturally receive the most time and focus.

By involving employees in the agenda-making process, organizations foster greater engagement and commitment—ultimately leading to better outcomes.

Examples

• Economist research found half of meeting agendas were created last-minute or reused.
• Informed agenda setting improves employee connection to company goals.
• Prioritized meeting schedules increase productivity during discussions.

5. Fewer Attendees, Better Decision-Making

Big meetings encourage passivity. As group size increases, individuals begin pulling back their effort, a phenomenon called "social loafing." Productivity metrics like a tug-of-war study revealed group participants pull with less effort as team size grows.

Smaller meetings help combat this. Research from Bain & Company shows decision-making ability drops 10% for every member added after seven participants. Leaders like Steve Jobs swore by the benefits of keeping meetings small, refusing to attend gatherings deemed too large to be effective.

Seven attendees may be the magic number. At this size, groups balance diverse input with manageable coordination, creating an effective decision-making process.

Examples

• A tug-of-war study found effort dropped to 49% of potential when teams grew to eight members.
• Bain & Company confirmed decision-making deteriorates as groups exceed seven people.
• Steve Jobs regularly declined large, unproductive meetings, even declining President Obama.

6. Silent Meetings Generate Unique Ideas

Traditional meetings often stifle insight, leading people to share obvious information while withholding unique knowledge. Research found that people seldom discuss individual insights during group conversations, which can harm decision-making.

Brainwriting, however, flips the script. Participants privately jot down their ideas, ensuring even quieter team members can share their unique perspectives. Studies show this method improves idea quality and quantity by up to 42%.

By embracing techniques like brainwriting, teams allow ideas to surface that would otherwise be lost in traditional formats.

Examples

• Journal of Personality and Social Psychology experiments found shared knowledge dominated group decisions while unique perspectives were withheld.
• A 42% boost in idea originality was found in brainwriting meetings compared to traditional ones.
• Anonymity helps participants freely express unconventional ideas.

7. Positivity Sparks Productivity

Bad moods spread quickly, impacting collaboration and outcomes. However, when participants feel upbeat, meetings become more engaging, productive, and innovative. Studies reveal that good moods enhance creativity, knowledge sharing, and team interaction.

Leaders can diffuse negativity by playing music as participants enter, signaling a shift in focus. Snacks or small toys also reduce stress and encourage alertness through tactile engagement. Ensuring good vibes results in more constructive and enjoyable discussions.

Examples

• Laughter boosts creative problem-solving, according to studies analyzing group engagement.
• Teams in positive states were more likely to share diverse knowledge during meetings.
• Toys in meetings lower stress, suggested by research at New York University’s Polytechnic School.

8. Poor Tech Use Reduces Effort

Remote attendees often disengage when participating by phone. They feel anonymous and, as a result, contribute less. Switching to video calls increases accountability since visual presence boosts involvement.

Leaders must ensure technology helps rather than hinders. Visible communication tools such as video conferencing preserve team cohesion and equalize input, avoiding the pitfalls of distant, disconnected participation.

Examples

• Anonymous participation studies show lower motivation levels in phone-based meetings.
• Video calls improve communication accountability by counteracting anonymity.
• Skype and Zoom offer clear examples of making remote attendance more involved.

9. Tailor Meetings to Fit Your Culture

Meeting norms differ globally. For example, delayed starts are common in Latin America, while punctuality reigns in North America. Successful meetings reflect the values and expectations of the culture they serve.

By considering cultural dynamics when designing meetings, leaders can increase participation and enthusiasm. For example, adopting unconventional approaches, like quirky start times or themed discussions, can energize attendees regardless of location.

Examples

• Latin American norms of delayed starts encourage conversational flexibility.
• Unusual start times create intrigue and higher alertness during meetings.
• Leaders worldwide experiment with "stand-up" meetings to fit dynamic work styles.

Takeaways

1. Reduce meeting sizes to seven or fewer people to encourage stronger decision-making and accountability.
2. Introduce unique meeting approaches like brainwriting and shorter timeframes to make discussions more effective.
3. Use music, snacks, or playful elements to shift moods and create a positive atmosphere in all gatherings.