Do Shorter Meetings Boost Productivity?

Thirty Minutes is the New Hour

Meetings are essential for collaboration, but they often expand to fit whatever time is scheduled, even if less time is actually needed. So, why not make meetings more efficient and shorten them? It may sound too simple, but this small change can have a big impact on productivity, engagement, and even employee morale. 

The Meeting "Hangover"

Meetings are the backbone of collaboration and decision making in organizations. At their best, they align teams, spark new ideas, and keep projects moving forward. But all too often, they can be draining.

According to a survey by Harvard Business Review, “more than 90% of respondents said they experienced meeting hangovers at least occasionally. More than half said these hangovers negatively impacted their workflow or productivity, while 47% reported feeling less engaged with their work.”

We might know what hangovers are, but what does this mean in the context of the workplace? HBR coined the meeting hangover as, “a period of diminished focus, motivation, or productivity following a bad meeting.” Picture this scenario:

You’re in the zone, making real progress on a big project, when the calendar reminder pops up—a one hour meeting that’s already been rescheduled twice. You log in, exchange small talk about the weather while waiting for the late arrivals, then sit through a discussion with no agenda, frustrated by more than one element of how the project is coming along. As the call finally ends, an hour later, you stare at your screen, replay a few moments from the meeting, sigh, and think, “Where was I?”

While this example was over exaggerated, surely some of the elements of this “bad meeting” scenario resonate with you! Meetings like this are all too common, and they can drastically change the flow of your day and can be inefficient, creating lingering effects that last hours.

One of the most common causes of a “bad” meeting: poor time management. Over 53% of respondents of the survey conducted by HBR said that not only did this frustrate them, but it also caused a major ripple effect that affected both them and other employees throughout the day.

Two Small Changes, One Big Impact

So, is there a remedy for this symptom of the meeting hangover? A solution isn’t necessarily less meetings, it is shorter, more structured ones.

A study by Microsoft found that, “due to high levels of sustained concentration fatigue begins to set in 30-40 minutes into a meeting,” concluding  that shorter meetings that are limited to 30 minutes keep participants more energetic and focused. Meetings that stretch beyond this timeframe can lead to less engagement, trouble making decisions, and require a longer recovery period afterward. Instead of defaulting to hour-long meetings, try capping them at 30 or even 15 minutes (if possible!). This small shift forces teams to be more intentional with their time, leading to more productive discussions.

Another simple yet powerful change is setting and enforcing clear agendas. Meetings without a purpose often shift off topic, leaving attendees feeling like their time was wasted. Before scheduling a meeting, ask yourself a few questions:

• What’s the goal?
• What decisions need to be made?
• What preparation should attendees complete in advance?
• Who needs to be involved to prevent unnecessary side meetings to relay the information?

Considering this before setting meetings not only keeps meetings on track but also ensures that everyone is prepared and engaged. To help streamline your meetings, consider using a standard meeting template to keep expectations aligned:

1. Meeting Title & Date – Clearly state the purpose and timing.
2. Objective – Define the primary goal of the meeting.
3. Agenda Items – Break down discussion points with time allocations.
4. Action Items & Next Steps – Summarize key takeaways and assignments.
5. Wrap-Up & Closing Remarks – Ensure alignment before ending.

While this agenda is relatively intuitive, it is often beneficial to have this structure written down as a shared reference point for all attendees. A clear agenda eliminates ambiguity, keeps discussions on track, and ensures that meetings stay focused on their real purpose. When everyone knows what to expect, they can come prepared and contribute more effectively, leading to a more efficient and engaging meeting. By following this structure, meetings become more efficient, minimizing wasted time and reducing the likelihood of a meeting hangover.

Leaders Set the Precedent

We all know that meetings aren’t going away—but their effectiveness and efficiency are well within our control, especially as leaders! Leadership plays a crucial role in meeting productivity, setting the tone for time management in meetings and ensuring that discussions stay goal-oriented and engaging.

By modeling best practices for efficient meetings, leaders empower their teams to be more intentional with their time. When leaders embrace these meeting best practices, it sends a strong message that employee time is valuable. Encouraging teams to eliminate meeting fatigue and optimize their schedules not only improves workplace productivity but also fosters a culture of engagement and efficiency. Leaders should also model these behaviors themselves by being intentional about the meetings they attend, making sure that when they do participate, their presence adds value. 

The next time you send a calendar invite, challenge yourself—can this meeting be shorter, more focused, and more effective?

Unlock the power of curiosity and transform your team's communication with Everything DiSC®! Join us for our upcoming webinar Spark Curiosity at Work with Everything DiSC® on Friday, April 4th at 1:00 EST to discover how DiSC can support your team’s success.