Handling Meeting Overload

Leaders - please stop scheduling late afternoon meetings in which you and members of your team have to make important decisions. There is a reason why these meetings always run long and very little gets done in them. It's called Decision Fatigue. The science is simple - we make roughly 35,000 decisions each day starting from the moment we wake up. As the quantity of decisions we make goes up, the quality of our decisions go down. By the mid to late afternoon our brain is fatigued. In this state we make suboptimal decisions, analysis by paralysis sets in and that 15 minute meeting at 4:30 runs an extra 20 minutes long. Even worse, important decisions outside of work get harder to make when we push employees to use up everything they have left in the tank on an inefficient EOD meeting. They become more likely to: - Skip the gym. - Order in fast food instead of cook. - Have wine and beer instead of water. - Binge Netflix instead of going for a walk. - Stay up late scrolling. Bad decisions that prevent healthy rest and accelerate employees towards decision fatigue the next day. Leaders, be mindful of this today and ask yourself - Do I need my team to make important decisions in this meeting? If yes, schedule it for tomorrow morning when they're fresh. In situations where it is absolutely necessary to have the meeting, then encourage your team members to do the following ahead of time. 1) Short meditation. 2) Short nap. 3) Walk in greenspace like a park. All of these actions have been proven to help refresh the brain to combat decision fatigue. Finally, as their leader you should also consider narrowing the number of decisions down to 1 or 2 options so there is less to decide on at the end of the day. "Should we move forward with X or Y?" Versus "Lets debate all the different options we have to resolve this problem" Save the latter for a morning meeting. #sales #mentalhealth #leadership

Neurodiversity 101: Creating neuroinclusive meetings 5 ways to getting started: 1.Provide agendas and materials in advance. Share clear agendas, objectives, and relevant documents well ahead of time. This supports those who need time to process information or prefer to prepare, including many neurodivergent people. 2.Offer multiple ways to contribute Allow contributions via chat, shared documents, or follow-up emails—not just verbal input. This accommodates different communication preferences and reduces pressure to speak spontaneously. 3.Be mindful of sensory environments Minimise distractions like background noise or harsh lighting. Offer camera-off options and use virtual backgrounds that are not visually overwhelming. 4.Clarify expectations and timeframes State how long the meeting will last, what decisions (if any) are expected, and who is responsible for next steps. Predictability reduces anxiety and supports executive functioning. 5. Build in breaks and check-ins For longer meetings, schedule short breaks. Briefly check in at the start and end to see how people are doing, which fosters psychological safety and a sense of inclusion. What else do you think?

Silence is not the absence of thought or engagement. It is often the incubator of great ideas. As someone who is naturally more reserved and quiet, I've often stumbled to speak in meetings, especially early on in my career. The louder voices tend to dominate the room, creating an intimidating environment where contributing feels akin to entering a yelling contest. Over time, I moved past this by developing my own strategy including preparing points beforehand, gathering my thoughts before speaking, writing detailed notes and sending them out after meetings, and asserting myself in a calm manner that felt natural to me. I wanted to write this post as a reminder for those who often hold the metaphorical microphone, to make room for the quieter voices in meetings. These individuals, often younger or part of minority groups typically bring unique observations, shaped by their distinct experiences. You can make meetings more inclusive by: 1. Establishing Company Meeting Norms: This can involve setting expectations for how meetings are conducted, including scheduling, setting agendas, participant list, rules of engagement and making it a must to distribute relevant information in advance, allowing everyone to come prepared. This also makes them more efficient ;) 2. Assigning a Facilitator: It's useful to have a designated person for each meeting to ensure smooth operation. They take on this role to ensure different opinions are heard, notes & action items are taken, and overall, that the meeting runs both efficiently and effectively. This role alternates between meeting attendees, and creates a collective sense of responsibility. 3. Creating Space for Silence: Instead of rushing to fill every moment with words, allow moments of silence after prompts and issues/challenges are presented. This gives people a chance to process information, formulate their thoughts, and contributes to a less pressured environment, often allowing for a more conclusive conversation. How do you include quieter voices in your meetings/team discussions? Share your strategies below! 👇🏼

Before I speak in any meeting, I scan the room. Not for who’s in charge. But for what isn’t being said. Unless I’m too tired to read the room, and even then, I still try. Because presence matters more than an agenda. I walk in. I pause. And this is what I notice. The energy. The body language. The tension. The silence between words. Sometimes, I’ll shift the topic. Other times, I’ll warm up the room. But I never assume the room is ready. Simply because the meeting’s been scheduled. I’ve learned that the most powerful conversations happen when we meet people where they are. But in corporate environments, this instinct is often misunderstood. Some see it as soft. As inefficient. As weak. But I’ll say this: If your team doesn’t feel safe enough to speak, you won’t hear what really matters. And if all you're focused on is the task, you’ll miss the tension underneath it. The human energy of a room is the most overlooked data point in business. But for me, it’s where leadership begins.

Hybrid Meetings ≠ Inclusive Meetings. I’ve lived it - and here’s 5 practical tips to ensure everyone has a voice, regardless of location. I spent more than 10,000 hours in hybrid meetings while as a remote leader for The Clorox Company. I was often the 𝘰𝘯𝘭𝘺 remote attendee - while the rest of the group sat together in a conference room at HQ. Here’s what I learned the hard way: 𝗠𝗲𝗲𝘁𝗶𝗻𝗴𝘀 𝗱𝗼𝗻’𝘁 𝗷𝘂𝘀𝘁 𝗺𝗼𝘃𝗲 𝘄𝗼𝗿𝗸 𝗳𝗼𝗿𝘄𝗮𝗿𝗱, 𝘁𝗵𝗲𝘆 𝘀𝗵𝗮𝗽𝗲 𝘁𝗲𝗮𝗺 𝗰𝘂𝗹𝘁𝘂𝗿𝗲... ...by showing who gets heard, who feels seen, and who gets left out. If you're leading a distributed or hybrid team, how you structure your meetings sends a loud message about what (and who) matters. 𝟱 𝘁𝗶𝗽𝘀 𝗳𝗼𝗿 𝗱𝗲𝘀𝗶𝗴𝗻𝗶𝗻𝗴 𝗺𝗼𝗿𝗲 𝗲𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗮𝗻𝗱 𝗶𝗻𝗰𝗹𝘂𝘀𝗶𝘃𝗲 𝗵𝘆𝗯𝗿𝗶𝗱 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀: 1️⃣ 𝗗𝗲𝘀𝗶𝗴𝗻𝗮𝘁𝗲 𝗮 𝘀𝘁𝗿𝗼𝗻𝗴 𝗳𝗮𝗰𝗶𝗹𝗶𝘁𝗮𝘁𝗼𝗿 – who will actively combat distance bias and invite input from all meeting members 2️⃣ 𝗔𝘀𝘀𝗶𝗴𝗻 𝗮 𝗽𝗿𝗼𝗱𝘂𝗰𝗲𝗿 – to monitor the chat and the raised hands, to launch polls and to free up the facilitator to focus on the flow 3️⃣ 𝗘𝘃𝗲𝗿𝘆𝗼𝗻𝗲 𝗹𝗼𝗴 𝗶𝗻 - so that there is equal access to the chat, polls, and reactions 4️⃣ 𝗕𝘂𝗱𝗱𝘆 𝘀𝘆𝘀𝘁𝗲𝗺 – pair remote team members with in-room allies to help make space in the conversation and ensure they can see and hear everything 5️⃣ 𝗣𝗿𝗲𝗽 𝗮 𝗯𝗮𝗰𝗸𝘂𝗽 𝗽𝗹𝗮𝗻 – be ready with a Plan B for audio, video, or connectivity issues in the room 𝘞𝘢𝘯𝘵 𝘵𝘰 𝘵𝘢𝘬𝘦 𝘵𝘩𝘪𝘴 𝘦𝘷𝘦𝘯 𝘧𝘶𝘳𝘵𝘩𝘦𝘳? 𝗧𝗿𝘆 𝗮 𝗗𝗶𝗴𝗶𝘁𝗮𝗹-𝗙𝗶𝗿𝘀𝘁 𝗺𝗲𝗲𝘁𝗶𝗻𝗴. If even one person is remote, have everyone log in from their own device from their own workspace to create a level playing field. 🔗 𝗚𝗲𝘁 𝗺𝗼𝗿𝗲 𝘁𝗶𝗽𝘀 for creating location-inclusive distributed teams in this Nano Tool I wrote for Wharton Executive Education: https://lnkd.in/eUKdrDVn #LIPostingDayApril

An Insight into Managing Meeting-Intensive Days Recently, I had an enlightening 1:1 with one of our young designers. They asked, "After a day filled with back-to-back meetings, I'm exhausted. How do you handle this, given most of your days are meeting-heavy?" This scenario is common for many of us managing large teams and products. Here are some strategies I've developed to thrive when meetings dominate your schedule: 1. Mindset Shift: Recognize that meetings are work too, especially in large organizations. As a young designer, I viewed meetings as productivity thieves. Now I understand they're integral to the work process. 2. Calendar Mastery: I structure my day via my calendar, scheduling focus times, breaks, and meetings. I batch tasks and allocate them to ensure time-sensitive work gets done. 3. Pomodoro Technique: I aim for 24 pomodoros daily, equating to 12 hours of intense work. This includes writing, thinking, conversations, tasks, and team interactions. On lower-energy days, I listen to my body and adjust accordingly. 4. Micro-Breaks: Between meetings, I take 3-minute rejuvenation breaks. My toolkit includes: - Breathwork (sukha kriya, nadhi shuddi, 4-2-5-2 breathing with mudras) - Quick exercises (e.g., a set of squats) - Mindfulness practices (breath awareness meditation) - Short walks (using a walk pad or stepping outside) 5. Deep Listening: During meetings, I practice full engagement without multitasking. If a meeting doesn't align with my priorities, I respectfully decline or leave, communicating my reasons authentically. 6. Efficient Follow-up: I rarely revisit recordings, treating them as equivalent to attending meetings. When necessary, I schedule dedicated time for this. 7. Comprehensive Note-taking: I document discussions systematically, which helps track learning and identify recurring themes for myself and others. 8. Operational Rigor: I maintain high standards in self-management and task execution. This operational excellence keeps work flowing smoothly and maintains quality. These practices have transformed how I navigate meeting-intensive days, balancing productivity with well-being. What strategies do you employ to manage your energy during meeting-heavy periods? I'd love to hear your insights! #workdesign

🌐 "How can we lead inclusive team meetings when our team is so widely distributed across timezones?" That's a question our #Inclusion Strategy team at Netflix has been reflecting on quite a bit lately – and that's surely not an issue we face alone. Here are some ideas that popped up as we put our geographically distance heads together to ensure that everyone has an equal opportunity to participate in discussions that are relevant to all: 1️⃣ Establish a Meeting Time Rotation: to ensure fair participation, create a rotating schedule for your meetings. This means alternating meeting times to accommodate different time zones, so that each team member has an opportunity to attend during their regular working hours on a rotating basis. 2️⃣ Consider Core Overlapping Hours: identify the core overlapping hours when the majority of team members are available. Aim to schedule important meetings during these hours to maximize attendance. This may require some flexibility from all team members, but it fosters a sense of shared responsibility for ensuring everyone's voice can be heard. 3️⃣ Prioritise Meeting Relevance: ensure that meetings are called only when it's essential for all team members to be present. Avoid scheduling meetings for routine updates that can be shared asynchronously, giving team members more flexibility to manage their schedules. 4️⃣ Create Pre-Meeting Materials: provide agendas, and key discussion points well in advance, so team members who cannot attend live sessions can still contribute their input asynchronously. This way, everyone can stay informed and engaged in the decision-making process. 5️⃣ Encourage Rotating Facilitation: consider rotating meeting facilitators to accommodate different time zones. This not only distributes the responsibility but also allows team members from various geographies to lead discussions and bring diverse perspectives to the forefront. 6️⃣ Use Inclusive Meeting Technologies: leverage virtual meeting tools with features like real-time chat and polling to foster engagement from all participants, regardless of their location. Consider having all meetings recorded by default (unless there's a compelling reason not to), streamlining access to the team immediately after each recording is ready. 7️⃣ Promote Open Feedback Channels: establish channels for team members to asynchronously provide feedback on meeting times and themes, and communication methods. 8️⃣ Acknowledge and Respect Personal & Cultural Differences: be mindful of cultural practices and observances that may impact team members' availability or participation. Strive to do the same about individuals' needs, too (like dropping kids at school). These strategies can help create an inclusive and equitable approach to meetings, enhancing the chances of all team members feeling valued and empowered to contribute. How else can you foster that? 🤔

Your Team Isn't Failing—Their Brains 🧠 Are Feeling Mentally Drained Before Noon! (Because your employee's brain isn’t a storage unit.) Ever wonder why smart, capable people suddenly struggle with simple tasks? Why do deadlines slip, decisions take forever, and meetings feel like mental quicksand? It’s not a motivation issue. It’s 𝗰𝗼𝗴𝗻𝗶𝘁𝗶𝘃𝗲 𝗼𝘃𝗲𝗿𝗹𝗼𝗮𝗱—the invisible bottleneck draining your team’s productivity. 🔥 The worst part? It’s happening right now, and you might not even notice it. You see it in: ➡️ Employees forgetting key details. ➡️ Slow decision-making despite endless discussions. ➡️ Constant “busyness” without real progress. (Chances are, you're already doing some of these without realizing their full impact.) 9 Ways to Reduce Cognitive Overload in Your Team. 1️⃣ The ‘No-Meeting’ Filter 🗓️ → Every meeting should have a clear purpose—or an email alternative. Impact: Fewer unnecessary meetings = more deep work & faster decision-making. 2️⃣ The Deep Work Shield 🔕 → Protect focus time by minimizing interruptions & Slack pings. Impact: Continuous task-switching can lower productivity by 40%. 3️⃣ The Simplicity Rule 🎯 → Too many options = mental fatigue. Reduce choices where possible. Impact: Decision fatigue leads to slower responses & poor judgment. 4️⃣ The Priority Clarity Test ✅ → Not everything is urgent. Make it easy to see what truly matters. Impact: Teams that prioritize effectively are 31% more productive. 5️⃣ The Workload Reality Check 📊 → Burnout happens when expectations don’t match capacity. Keep it balanced. Impact: Overloaded employees experience 56% higher stress levels. 6️⃣ The 5-Minute Mental Reset 🧘♂️ → Encourage short, intentional breaks to reset the brain & boost efficiency. Impact: Even a 5-minute break boosts focus and prevents mental exhaustion. 7️⃣ The AI & Automation Advantage 🤖 → Free up mental space by automating repetitive tasks. Impact: AI can save up to 30% of time spent on manual tasks. 8️⃣ The ‘Single Tab’ Hack 🖥️ → Keep only one work-related tab open at a time. Context-switching kills focus. Impact: Reducing multitasking can improve efficiency by 50%. 9️⃣ The Evening ‘Brain Dump’ 📝 → Before bed, jot down tomorrow’s top priorities to free up mental space. Impact: Writing things down can improve recall by 40% and lead to better sleep. 💡 Small shifts = big impact. A clear mind is a productive mind. 🔄 Which of these do you need to improve in your team? Let’s discuss in the comments! ------------------- I’m Jayant Ghosh. Follow me in raising awareness for mental health that inspires growth and well-being.

𝐇𝐨𝐰 𝐨𝐟𝐭𝐞𝐧 𝐝𝐨 𝐰𝐞 𝐞𝐧𝐭𝐞𝐫 𝐚 𝐦𝐞𝐞𝐭𝐢𝐧𝐠, 𝐩𝐫𝐞𝐩𝐚𝐫𝐞𝐝 𝐟𝐨𝐫 𝐚 𝐡𝐞𝐚𝐥𝐭𝐡𝐲 𝐝𝐢𝐬𝐜𝐮𝐬𝐬𝐢𝐨𝐧, 𝐫𝐚𝐭𝐡𝐞𝐫 𝐭𝐡𝐚𝐧 𝐫𝐞𝐯𝐢𝐞𝐰𝐢𝐧𝐠 𝐭𝐡𝐞 𝐝𝐞𝐭𝐚𝐢𝐥𝐬 𝐢𝐧 𝐭𝐡𝐞 𝐦𝐞𝐞𝐭𝐢𝐧𝐠 𝐢𝐭𝐬𝐞𝐥𝐟? 𝐖𝐢𝐭𝐡 𝐭𝐡𝐞 𝐚𝐦𝐨𝐮𝐧𝐭 𝐨𝐟 𝐦𝐞𝐞𝐭𝐢𝐧𝐠𝐬 𝐭𝐡𝐚𝐭 𝐭𝐚𝐤𝐞 𝐩𝐥𝐚𝐜𝐞, 𝐢𝐭 𝐢𝐬 𝐞𝐬𝐬𝐞𝐧𝐭𝐢𝐚𝐥 𝐭𝐨 𝐦𝐚𝐤𝐞 𝐬𝐮𝐫𝐞 𝐭𝐡𝐞𝐲 𝐚𝐫𝐞 𝐭𝐫𝐮𝐥𝐲 𝐚𝐝𝐝𝐢𝐧𝐠 𝐯𝐚𝐥𝐮𝐞. During my stint as Group Medical Director with Dr Lal Path Labs, I was introduced to the concept of a pre-read. Anyone scheduled to speak should share the slide deck with relevant information as a pre-read with all the attendees. This allows for everyone to know the context in advance, giving time to review the details and build their point of view, allowing for a healthy discussion, rather than understanding the contents during the presentation. Taking into account this simple philosophy, here's how I suggest 𝐦𝐚𝐤𝐢𝐧𝐠 𝐚𝐧𝐲 𝐦𝐞𝐞𝐭𝐢𝐧𝐠 𝐧𝐨𝐭 𝐣𝐮𝐬𝐭 𝐩𝐫𝐨𝐝𝐮𝐜𝐭𝐢𝐯𝐞, 𝐛𝐮𝐭 𝐝𝐨𝐰𝐧𝐫𝐢𝐠𝐡𝐭 𝐭𝐫𝐢𝐮𝐦𝐩𝐡𝐚𝐧𝐭. 1. 𝐒𝐭𝐚𝐫𝐭 𝐚𝐧𝐝 𝐞𝐧𝐝 𝐭𝐡𝐞 𝐦𝐞𝐞𝐭𝐢𝐧𝐠 𝐨𝐧 𝐭𝐢𝐦𝐞: Arriving 5 minutes before the start of the meeting allows the meeting to start on time and also time to address any tech glitches that could come up in making the presentation. 2. 𝐏𝐫𝐞-𝐑𝐞𝐚𝐝 𝐌𝐚𝐭𝐞𝐫𝐢𝐚𝐥: Consider sharing pre-read materials or literature related to the agenda which ensures that all participants have the chance to do their homework, and come prepared with thoughts, notes, & ideas, making the meeting more focused & effective. 3. 𝐁𝐞 𝐑𝐞𝐚𝐝𝐲 𝐭𝐨 𝐏𝐚𝐫𝐭𝐢𝐜𝐢𝐩𝐚𝐭𝐞: Interactive meetings where all participants contribute makes for a healthier discussion. 𝐈 𝐨𝐟𝐭𝐞𝐧 𝐬𝐭𝐚𝐭𝐞 𝐭𝐡𝐚𝐭 "𝐧𝐨 𝐨𝐧𝐞 𝐢𝐬 𝐚𝐬 𝐬𝐦𝐚𝐫𝐭 𝐚𝐬 𝐚𝐥𝐥 𝐨𝐟 𝐮𝐬!" 4. 𝐓𝐡𝐞 𝐀𝐫𝐭 𝐨𝐟 𝐓𝐚𝐤𝐢𝐧𝐠 𝐍𝐨𝐭𝐞𝐬: It's not about scribbling down every word like a court stenographer. It's about capturing the non-negotiables, action points, and responsibilities in the moment. Consider them as not just records; they're your treasure map to the 'Aha!' moments that will help you think better and collaborate effectively post the discussion. 5. 𝐌𝐢𝐧𝐮𝐭𝐞𝐬 𝐚𝐬 𝐔𝐧𝐬𝐮𝐧𝐠 𝐇𝐞𝐫𝐨𝐞𝐬 𝐨𝐟 𝐌𝐞𝐞𝐭𝐢𝐧𝐠𝐬: Meeting minutes aren't meant to gather dust in your inbox; they're strategic tools. Break down minutes into bite-sized, achievable steps to ensure that discussions lead to tangible results. 6. 𝐏𝐚𝐮𝐬𝐞 & 𝐑𝐞𝐟𝐥𝐞𝐜𝐭: How often do we jump from one meeting to another in a day? It's crucial to pause and reflect. Take a few minutes after the meeting to ponder on the discussed topics. Immediate reflection eliminates confusion and clutter, providing clarity when circling back to the key points. How do you approach meetings to ensure maximum productivity and efficiency? I would love to hear and learn from your insights. #preread #productivemeetings #DrSanjayArora

Anyone else suffer from meeting overload? It’s a big deal. Simply put too many meetings means less time available for actual work, plus constantly attending meetings can be mentally draining, and often they simply are not required to accomplish the agenda items. At the same time sometimes it’s unavoidable. No matter where you are in your career, here are a few ways that I tackle this topic so that I can be my best and hold myself accountable to how my time is spent. I take 15 minutes every Friday to look at the week ahead and what is on my calendar. I follow these tips to ensure what is on the calendar should be and that I’m prepared. It ensures that I have a relevant and focused communications approach, and enables me to focus on optimizing productivity, outcomes and impact. 1. Review the meeting agenda. If there’s no agenda I send an email asking for one so you know exactly what you need to prepare for, and can ensure your time is correctly prioritized. You may discover you’re actually not the correct person to even attend. If it’s your meeting, set an agenda because accountability goes both ways. 2. Define desired outcomes. What do you want/need from the meeting to enable you to move forward? Be clear about it with participants so you can work collaboratively towards the goal in the time allotted. 3. Confirm you need the meeting. Meetings should be used for difficult or complex discussions, relationship building, and other topics that can get lost in text-based exchanges. A lot of times though we schedule meetings that we don’t actually require a meeting to accomplish the task at hand. Give ourselves and others back time and get the work done without that meeting. 4. Shorten the meeting duration. Can you cut 15 minutes off your meeting? How about 5? I cut 15 minutes off some of my recurring meetings a month ago. That’s 3 hours back in a week I now have to redirect to high impact work. While you’re at it, do you even need all those recurring meetings? It’s never too early for a calendar spring cleaning. 5. Use meetings for discussion topics, not FYIs. I save a lot of time here. We don’t need to speak to go through FYIs (!) 6. Send a pre-read. The best meetings are when we all prepare for a meaningful conversation. If the topic is a meaty one, send a pre-read so participants arrive with a common foundation on the topic and you can all jump straight into the discussion and objectives at hand. 7. Decline a meeting. There’s nothing wrong with declining. Perhaps you’re not the right person to attend, or there is already another team member participating, or you don’t have bandwidth to prepare. Whatever the reason, saying no is ok. What actions do you take to ensure the meetings on your calendar are where you should spend your time? It’s a big topic that we can all benefit from, please share your tips in the comments ⤵️ #careertips #productivity #futureofwork