Death by Meetings

In today’s fast-paced digital world, scheduling virtual meetings has become incredibly easy. A few clicks and voila, your calendar is filled with back-to-back meetings. While this convenience might seem like a boon, it often leads to a cascade of negative effects on our health, productivity, and work-life balance.

The Convenience Trap

Do you remember when we used to have to physically move to different rooms, different buildings, different towns, or even different countries to meet face-to-face? The benefit and value for these meetings were considered before they were shceduled. However, the ease of scheduling virtual meetings has made it second nature for many to drop meetings into their calendars without much thought. This habit creates a jam-packed schedule where we jump from one meeting to the next without a moment’s pause. Sometimes we are double, or even triple-booked and have to choose which meeting to attend.

One particularly irksome phrase I’ve come to dislike is when a meeting ends early and the organizer says, “I can give you time back.” This suggests that the time was theirs to give in the first place, reinforcing the idea that our time is not our own.

Health Implications

A calendar of back-to-back meetings, and never leaving our desk and screens for more than a few moments, has several negative health implications:

• Posture and physical health – being seated at a desk for prolonged periods can wreak havoc on our posture, leading to back pain, neck strain, and a host of other musculoskeletal issues. Our bodies are designed for movement, and long hours of sitting can lead to significant health problems over time
• Diet and nutrition – with back-to-back meetings, finding time to prepare or consume healthy meals becomes a challenge. This often results in quick, unhealthy food choices on the run, that can impact our overall health and energy levels. A well-balanced diet is crucial for maintaining focus and productivity throughout the day
• Cumulative fatigue – the constant need to be present and attentive in meetings leads to camera fatigue and mental exhaustion. This cumulative fatigue can reduce our ability to concentrate, making us less effective in our work

Productivity Pitfalls

Whilst some people live for meetings, and believe they are a necessary for progress and project success, for many they are a drain the their ability to deliver:

• Lack of productivity – ironically, being in meetings all day can prevent us from actually getting our work done. When our days are filled with meetings, we have little time left for deep, focused work. This can lead to a backlog of tasks that must be completed outside of regular working hours, further disrupting our work-life balance
• Work-life balance issues – the need to catch up on work outside of meeting hours can spill over into personal time, affecting our ability to unwind and recharge. This encroachment on personal time can lead to burnout and decreased job satisfaction (see Achieving Work-Life Balance)

Strategies for a Better Relationship with Meetings

There are several best practices that have always been present in our physical world that can be applied to our virtual world. There are also new virtual techniques that can help prevent death by meetings:

1. Always have an agenda – ensure every meeting has a clear agenda outlining the objectives and expected outcomes. This helps keep the meeting focused and ensures that attendees understand the value of their participation / givens them an ability to decline
2. Vote with your feet – encourage a culture where it’s acceptable to leave meetings that aren’t relevant or productive. This respects everyone’s time and ensures that only necessary participants are involved
3. Cut meeting durations – schedule meetings for 25 minutes instead of 30, or 50 minutes instead of an hour. Some email applications can automate this adjustment, providing a buffer for attendee comfort and to transition between meetings
4. Offset meeting start times – starting meetings at five minutes past the hour can give participants a short break to stretch, grab a drink, or simply prepare for the next meeting
5. Halve meeting durations – consider halving the duration of meetings to make them more focused and efficient. If more time is needed, schedule a follow-up rather than dragging out the initial meeting
6. Schedule breaks in long meetings – if you really must have long meetings, ensure the agenda has plenty of time for breaks. 10-15 minutes break per hour provides a good balance
7. Respect people’s time – be mindful of different schedules and personal commitments. Some people are early risers, while others are night owls. Parents may need to accommodate school runs. Dedicated time for lunch should be non-negotiable. Respecting these differences fosters a more inclusive and considerate work environment

By implementing these strategies, we can create a more balanced and productive work environment. Meetings should be a tool for collaboration and decision-making, not a source of stress and inefficiency. Let’s reclaim our time and make meetings work for us, not against us.

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