Recurring business meetings have now become a consolidated practice in many companies. Once a weekly, monthly, or quarterly meeting is scheduled, teams adapt to this rhythm, making it part of their work routine. However, a common question arises: how useful are these meetings really? In a business context where time is valuable and efficiency is crucial, it is necessary to analyze the impact of recurring business meetings, evaluating both their benefits and their costs.
This article explores the dynamics of recurring business meetings, examines their pros and cons, and proposes solutions adopted by innovative companies that have rethought how they manage meetings.
The hidden impact of recurring meetings
Often, the time spent in a meeting does not end when the meeting itself is over: switching to a new task involves a process called context switching. In practice, this phenomenon creates a mental “disconnection” between the previous activity and the next one, which can compromise overall efficiency.
A study conducted by Qatalog, in collaboration with Cornell University’s Ellis Idea Lab, highlights how technology in particular fuels the phenomenon of context switching. In fact, 43% of respondents said they lose too much time moving between different tools and online applications. On average, people spend about 36 minutes a day switching from one app to another, and once the switch is made, it takes an additional 9 minutes to regain an optimal workflow.
As you might imagine, the human brain is not designed to handle continuous shifts between emails, documents, slides, and other applications. It is therefore not surprising that 45% of respondents reported a decline in productivity due to this phenomenon, while 43% claimed that constantly switching between tools and communication channels is extremely exhausting.
The effect of context switching in meetings
The phenomenon of context switching does not only affect the time lost moving between tasks, files, and apps during work (and therefore a reduction in quality), but it also applies to the context of meetings. For example, if a team gathers for a recurring update meeting, at the end of the session additional time may be needed to refocus on the original task. This results in decreased efficiency, adding costs on top of the time already invested in the meeting.
The routine that kills meeting effectiveness
Recurring meetings, if not well structured, risk becoming purely mechanical: participants get used to attending without real engagement, often just out of routine. When meetings become an obligation rather than having a clear purpose, their effectiveness decreases, stifling both creativity and motivation.
Recurring meetings: are they really necessary?
Of course, not all meetings are redundant. In some cases, recurring business meetings are essential to a team’s success, especially in highly collaborative groups or complex projects requiring regular updates. For example, in companies adopting an agile approach, recurring meetings are crucial to keeping teams aligned with common goals. In these contexts, meetings add undeniable value, strengthening cohesion and enabling rapid problem-solving.
When meetings become a waste
On the other hand, recurring business meetings become a waste of time when poorly planned. If a meeting lacks a clear agenda or specific goals, it turns into a meaningless ritual. In many cases, a meeting can be replaced by asynchronous communication methods, such as emails, reports, or dashboards. In such cases, the meeting subtracts time and energy that could be better used elsewhere.
What innovative companies do to improve meeting efficiency
Today, the most innovative companies are rethinking their meeting practices, aiming to reduce time spent in meetings without sacrificing collaboration and efficiency. Here are some solutions:
Amazon: the “Two Pizza Team” principle
Amazon—Jeff Bezos in particular—introduced the concept of “Two Pizza Teams”, meaning a team should be small enough to be fed with two pizzas (ideally no more than 6–8 people). If a team is too large to be fed by two pizzas, it is likely too big to be managed efficiently.
This approach ensures that work teams are small enough to be efficient, agile, and innovative, yet large enough to have all the necessary skills.
Google: cutting unnecessary meetings
Google fosters a culture that minimizes unnecessary meetings. By using tools like Google Docs, team members can stay updated without attending a live meeting. Google also supports the philosophy of “No Meeting Days”, focusing on independent work and scheduling meetings only for strategic decisions.
Introducing no-meeting days promotes deep work, reduces context switching, and creates space for creative thinking and more effective problem-solving.
Basecamp: asynchronous communication
The platform Basecamp offers its users an asynchronous communication model, minimizing live meetings. With asynchronous communication, people are not forced to respond in real-time. Messages can be sent and received at different times, without the need for immediate replies (via emails, shared documents, or tools like Slack).
This type of communication offers greater flexibility, as each person can reply when convenient, without waiting for instant responses.
Global best practices for more efficient meetings
Many global companies are adopting best practices to improve meeting efficiency, for example by using collaboration software like Trello, Asana, or Notion. These tools can replace numerous meetings by allowing teams to track projects, assign tasks, and monitor progress in real time. Some companies also reserve recurring meetings only for strategic decisions, avoiding operational meetings that can be handled asynchronously.
Are smaller meetings more efficient?
One key to making meetings more efficient is reducing the number of participants, involving only those who are truly necessary. Fewer people in a meeting means greater responsibility, fewer distractions, and more effective decision-making.
The “only who matters” rule
The most efficient meetings involve only key team members—those with crucial information or who are directly involved in the project. This prevents so-called “extended meetings”, which prolong the session without adding value.
The role of passive listeners
Not all participants in a meeting are necessary for decision-making. Some team members can simply be passive listeners, receiving updates via email or post-meeting reports. This keeps the meeting lean and focused.
The cost of a missed meeting
While avoiding unnecessary meetings can boost productivity, it also carries the risk of missed or delayed decisions. In some cases, skipping a live or virtual meeting may lead to poor communication or significant delays. Critical situations—like a product launch or crisis management—often require immediate meetings to make quick decisions.
The real success lies in finding the right balance between avoiding unnecessary meetings and not sacrificing crucial moments of interaction. Each company must evaluate whether a meeting is truly essential or if it can be replaced by more efficient communication tools.
Do’s & Don’ts for better meetings
Do’s: how to maximize the value of a meeting
- Prepare and share a clear agenda in advance.
- Define clear roles: who will moderate, who will manage timing, who will be responsible for decisions.
- Limit both duration and number of participants.
- End with a clear and actionable follow-up.
Here’s a quick checklist to decide whether a meeting is necessary:
- Is there a clear goal?
- What decisions need to be made?
- Does everyone really need to be present?
Don’ts: mistakes to avoid
- Do not invite unnecessary participants.
- Do not schedule meetings without a clear purpose.
- Do not exceed the scheduled time.
- Avoid long, unproductive meetings.
- Don’t ignore asynchronous solutions as an alternative.
Tools for more efficient meetings
Some digital tools can help make meetings more efficient:
- Calendly for scheduling meetings only when necessary.
- Miro for collaborative brainstorming without physical meetings.
- Zoom or Microsoft Teams for well-managed hybrid meetings.
To plan, track, and optimize time spent in meetings you can use our Meeting Timer app, available for free on the App Store and Play Store. Meeting Timer is the ideal tool to monitor meeting duration and calculate its cost, considering both the number of participants and their roles.
If you want more detailed tips and insights, check out our article “The Real Cost of Business Meetings: How to Cut Costs and Improve Your ROI” , available in the Blog section of our site.
In conclusion, recurring business meetings are neither positive nor negative in themselves—it depends on how they are managed. A well-designed meeting can be a powerful tool for enhancing collaboration and efficiency, while a poorly structured one can slow productivity. The real secret to success is to evaluate meetings consciously, applying the right solutions to make every session truly valuable.
