Dear HR Manager | Managing Meeting Overload
How do I manage meeting overload on my team?
Our calendars are packed with back-to-back meetings, and I can see the fatigue starting to set in. People are less engaged, productivity is slipping, and yet the meetings continue to multiply. How can I cut the clutter without losing important collaboration?
— Overbooked and Overwhelmed
Dear Overbooked,
You’re right to notice the strain. Research shows 35% of all meetings are considered unproductive. The good news? With intentional changes, you can reclaim time and energy for your team.
Audit What’s Essential
Not every standing meeting needs to continue. Review recurring invites and ask: Does this meeting still serve its purpose? If not, cancel it or shorten the frequency.
Make Meetings Work Harder
For the ones that remain, enforce a clear agenda and outcomes. Shorter, more focused sessions often drive better results than drawn-out discussions.
Use Alternatives
Not every update requires a meeting. Try asynchronous tools—such as shared documents, recorded updates, or quick Slack check-ins—to keep people informed without consuming their day.
Protect Focus Time
Encourage blocks of meeting-free hours so your team can do deep work. Modeling this yourself gives permission for others to follow.
Bottom Line
Reducing meeting overload means refining collaboration. Trim what’s unnecessary, improve what stays, and your team will have more energy and focus for the work that matters most.
— HR Manager
Originally featured in UBA’s September 2025 HR Elements Newsletter.
