We’ve all felt it: the creeping dread of a calendar packed with back-to-back meetings. In our modern, hybrid work world, the problem has only intensified. What used to be a quick desk chat is now a 30-minute calendar block. Researchers have long estimated that professionals spend over 60 hours a month in meetings, with more than half of that time being unproductive. Recapturing this time isn’t just a small win; it’s a game-changer for focus, productivity, and well-being.
But to fix the problem, we first have to understand why we’re all so over-scheduled.
A Lesson in Challenging the Norm
I have a friend, a senior executive, who recently shared a story that perfectly illustrates this. He was so overscheduled with meetings that he had no time left for the deep, strategic work his job required. His “real work” was relegated to evenings and weekends.
Frustrated, he decided to audit his calendar. He realized a capable member of his team was already present in virtually every meeting he attended. He asked himself a critical question: Why are we both here?
He trusted his team. They were highly skilled, educated, and respected. He had originally started attending these meetings years ago to help onboard new people or provide specific expertise. But those reasons were long gone. He was still attending out of habit—a comfortable, time-consuming routine that no one had thought to question.
His solution was refreshingly simple: He just stopped going.
He spoke with his team members, officially empowering them to represent the department. He made it clear they had his full support and that he was available to jump back in if they ever felt they needed him. Otherwise, the floor was theirs.
This led him to a simple, two-point decision framework for any new meeting invitation:
- Is a critical decision being made that absolutely requires my input?
- Does my direct manager expect me to be there?
If the answer to both was “no,” he delegated. In short order, he reclaimed several hours every single day, and his workload became manageable again. More importantly, his team members felt empowered and stepped up as leaders.
Your 4-Step Framework for a Meeting Audit
Now, not everyone has the luxury of being a senior executive with a large team to delegate to. But the core lesson isn’t about delegation; it’s about intentionally questioning your assumptions. We all fall into patterns and forget to ask why.
If you feel overwhelmed, it’s time to run your own calendar audit. Here’s a framework that anyone can use.
1. Identify Your Role For each recurring meeting on your calendar, ask yourself honestly:
- Is my purpose in this meeting clear and necessary? Am I a key decision-maker, a critical contributor, or an optional observer?
- Could someone else fill this role? Is there an opportunity here for a colleague to grow?
- What is the opportunity cost? Would my time be more valuable if I spent this hour on a specific project, mentoring a team member, or doing focused work?
2. Redefine Your Attendance If you determine your presence isn’t essential, you don’t always have to just decline. Propose a new level of engagement:
- “Can I contribute beforehand?” Offer to send your input via email or a shared document before the meeting.
- “Can I get the summary?” Ask to be looped in on the meeting notes or recording so you can stay informed without attending live. This is perfect for “for your information” (FYI) meetings.
3. Propose an Alternative to the Meeting The “default to meeting” culture is a major cause of calendar bloat. Be the person who suggests a more efficient way.
- Could this be a quick Slack/Teams conversation?
- Would a shared document with comments be more effective for feedback?
- Could you record a short Zoom or video message to explain a complex topic asynchronously?
4. Protect Your “Focus Time” Once you’ve cleared some space, protect it fiercely. Block out chunks of “no-meeting” time on your calendar for deep work. Treat these blocks with the same respect you would a meeting with your CEO.
From “Trapped” to “In Control”
The goal isn’t to be anti-meeting; it’s to be pro-purpose. It’s about ensuring every hour on your calendar serves a deliberate function.
Start small. Pick one recurring meeting this week and ask the hard questions. You might be surprised by how much time you can reclaim—not just for your work, but for your sanity.