Stuck in the Mud: When Meetings Slow Real Progress

Another meeting where it feels like we're going nowhere!

Are We Spending Too Much Time in Meetings?

Don't get me wrong, I love a good meeting! Catch up with the crew, talk rubbish for a bit and then get stuck in. Too many of these however were meaningless and offered nothing to grow our business, align our functions or set a tangible map of 'next steps'.

Although meetings are an essential part of modern business, they should help teams collaborate, align priorities, solve problems and make decisions. But there is a growing question being asked by organisations around the world: are we spending too much time talking about work and not enough time doing it?

Research from various workplace studies suggests that employees can spend a significant portion of their working week in meetings. In some organisations, meetings can consume more than a quarter of an employee's available work time. As businesses become more connected through digital tools, remote work and distributed teams, the number of meetings has continued to rise.

The challenge is not that meetings exist. The challenge is ensuring they create value and 'go forward'.

Activity Does Not Equal Productivity

A calendar full of meetings can create the illusion of progress. People are busy, conversations are happening and decisions appear to be moving forward. However, if meetings lack clear objectives, outcomes or accountability, they can quickly become a drain on productivity.

Many professionals can relate to the experience of spending most of the day in meetings, only to start their 'real work' after hours. This creates unnecessary pressure, reduces focus time and can contribute to workplace stress and as I can attest to, stress in the home. If you've read this far, you'll probably be familiar with the scenario; finally get home, see the family, eat dinner, open the laptop - rinse and repeat.

The Cost of Inefficient Meetings

Every meeting has a cost. Beyond salaries and wages, there is the opportunity cost of pulling people away from projects, customer interactions, planning or problem-solving.

When meetings are poorly run, organisations often experience:

• Slower decision-making

• Reduced productivity

• Increased employee frustration

• More task switching and distractions

• Delayed project delivery

Over time, these small inefficiencies can add up to significant losses across a business.

Focus on Outcomes, Not Attendance

One of the most effective ways to improve workplace productivity is to ensure meetings are designed to achieve outcomes, not simply fill calendars.

This is where skilled facilitators can make a significant difference. A trained facilitator keeps discussions focused, ensures all relevant voices are heard, manages time effectively and helps teams move from conversation to decision-making. Rather than allowing meetings to drift or revisit the same issues repeatedly, facilitators create structure and accountability that keeps momentum moving forward.

Before any meeting takes place, there should be clarity around:

• What decision needs to be made

• What outcome is expected

• Who genuinely needs to be involved

• What actions will follow

When meetings are professionally facilitated, participants spend less time debating and more time making progress. Decisions are reached faster, responsibilities are clearly assigned and teams leave with a shared understanding of the next steps.

In a fast-moving competitive business environment, maintaining momentum is critical. Every meeting should contribute to forward progress, helping people focus their energy on delivering results rather than discussing the same challenges repeatedly.

Protect Time for Deep Work

Innovation, problem-solving and high-quality output rarely happen during back-to-back meetings. They happen when people have uninterrupted time to think, create, analyse and execute.

Businesses that value efficiency often encourage practices such as:

• Blocking out focus time in calendars

• Keeping meetings shorter and more structured

• Establishing meeting-free periods

• Ending meetings with clear actions and accountability

These approaches help teams balance collaboration with execution.

The Goal Is Better Work - Not More Meetings

Meetings are not inherently good or bad. They are simply tools. Like any tool, their effectiveness depends on how they are used.

Successful organisations understand that the ultimate goal is not to have more conversations about work. It is to achieve better outcomes for customers, teams and the business.

When meetings are purposeful, focused and action-oriented, they can accelerate progress. When they become routine, unfocused or excessive, they can slow it down.

The question every organisation should ask is simple: Are our meetings helping us get work done, or are they getting in the way of it?

By prioritising efficiency, clarity and accountability, businesses can create more time for what truly matters—delivering results.