Another day, another packed calendar of meetings. Your team members sigh in frustration as they click yet another Zoom link to join a call. Between all the calls, they’re wondering when they’ll have time to meet project deadlines this week. You know something needs to change, but meetings are how work gets done…right?

Let's pause and rethink that assumption together. After years of working in small businesses and associations, we’ve noticed something counterintuitive: excessive meetings can actually harm collaboration rather than help it.

Here's something that might surprise you: when we constantly fill our teams' calendars with mandatory meetings, we're actually sending a message we never intended. We're telling our talented professionals that we don't trust them to manage their time or decide what conversations are important. Think about it–these are the same people we hired because of their expertise and judgment, yet we're not letting them exercise that judgment when it comes to their own time.

Remember the last time you hosted a dinner party with too many guests? Everyone breaks into smaller conversations, or one person dominates while others check their phones. The same thing happens in oversized meetings. Instead of fostering collaboration, we're creating an environment where people either disengage or get trapped in one-way communications that could have been emails or quick video updates.

The good news? It doesn't have to be this way. Start by asking yourself these questions before scheduling your next meeting:

• Could this information be shared effectively in another format?

• Does everyone on this invite list need to be in real-time conversation about this topic?

• Am I scheduling this meeting out of habit rather than necessity?

Small changes in how we approach meetings can lead to big improvements in team creativity, autonomy, and actual collaboration. Your team members will thank you for respecting their time and trusting their judgment. Plus, you might find yourself with more space in your calendar for the deep work that really moves your business forward!

Ready to rethink your meeting culture? Start small: try converting one regular meeting into an email update or asynchronous check-in this week. Watch how your team responds. You might be surprised by the positive ripple effects throughout your organization.

Remember, building an efficient, collaborative team isn't about more meetings–it's about creating the right opportunities for meaningful interaction and trusting your people to know when and how to connect.

Want to talk more about how you can transform your meetings? Set up a call with us.