Are We Still Meeting About This?

In a world of distractions and drawn-out meetings, clarity stands out. Time is ticking—make every meeting count.

There’s a moment in every leader’s week—maybe even their day—when they sit through a meeting and ask themselves, “Why are we even here?”

I’ve been there. Sitting in a virtual room, listening to familiar voices go in circles, veering off-topic, rehashing issues we thought we already addressed—only to end with no action, no clarity, and no sense of urgency. It's become a routine. But a dangerous one.

We’ve replaced intentional dialogue with default meetings. Somewhere along the way, frequency began to substitute for effectiveness.

The Rise of Meaningless Meetings

Meetings were never the problem—meaningless meetings are. We gather often with no defined outcome, no facilitator, no accountability, and—most critically—no agenda. Or if there is an agenda, we treat it more like a vague suggestion than a strategic guide.

Let’s be honest: most information in a focused conversation can be handled in 15 to 30 minutes. When done right, those minutes bring direction, decisions, and delegation. When done wrong, they drain morale and momentum.

When Emotion Hijacks the Agenda

One of the recurring problems I’ve seen in organizational meetings (whether in higher ed, business, or fraternal orders) is emotional sprawl—when a professional gathering becomes a personal commentary zone.

Now don’t get me wrong—emotional intelligence matters. People matter. But when meetings derail because someone treats the floor like a therapist’s couch or tries to win philosophical debates that aren’t relevant to the work at hand, progress slows to a crawl.

Leadership is about focus. Compassion doesn’t mean chaos. And being heard doesn’t mean hijacking a room.

The Memo That No One Reads

I once read that Jeff Bezos requires everyone at Amazon to read a carefully written memo at the start of a meeting—together. Why? Because sending it out beforehand didn’t guarantee people would actually read it.

I’ve experienced the same issue in fraternal chapter meetings. We send pre-reads, updates, and minutes in advance, expecting members to come prepared—but many show up having skimmed, at best. Then we waste time explaining what was already sent. It's not a knowledge problem—it’s a culture problem.

So, why not flip it?

• Make every attendee summarize one key point or bring one question based on the pre-read.

• Build a consequence for lack of preparation—even if it’s just a pause and reset.

• Lead with the assumption that preparation is a standard, not a favor.

What Are Meetings Really For?

Meetings should serve a job. If they don’t, they’re just noise.

Here are the five reasons to meet:

1. Decision-Making: Resolve an issue, approve an action, move forward.

2. Alignment: Clarify direction, roles, or expectations.

3. Accountability: Check in on tasks, deadlines, and follow-through.

4. Strategy/Creativity: Tackle complex problems or generate ideas—only when structured.

5. Relational Culture (Intentionally): Strengthen team bonds, trust, or motivation—but name the purpose.

Everything else? That’s a well-written email or a five-minute update on Slack.

Rebuilding the Culture of Meetings

So how do we reset? Here’s a practical framework I’ve found effective:

1. Every meeting must answer:

   “What do we need to walk away with?” If there’s no answer, cancel it.

   
   

2. Use the 3-Item Rule:

   No more than 3 agenda items. More than that = another meeting.

   
   

3. Time-Box Everything:

   Even the intro. Use timers if necessary. Respect people's time.

   
   

4. Flip the Agenda:

   Assign pre-read reflections. Make participation a prep-based expectation.

   
   

5. Establish Meeting Agreements:

   1. Stay on topic

   2. Don’t interrupt

   3. Don’t over-talk

   4. No “just to add…” monologues

   5. End with decisions, not discussions

   
   

A Word to Leaders

If you’re leading a chapter, a department, a project, or a team—your job isn’t to host meetings. Your job is to move people forward. And if your meetings aren’t doing that, something has to change.

Ask yourself:

• Are our meetings solving problems or creating more?

• Are people prepared, or are we enabling passivity?

• Are we building clarity or confusion?

And most of all:

• Are we meeting because it’s useful, or just because it’s usual?

Final Reflection

Leadership isn’t just about talking—it’s about stewarding time, energy, and attention. Meetings can be a powerful tool when wielded with clarity and purpose. But when they become rituals without meaning, they corrode trust and momentum.

So the next time you send out that calendar invite, stop and ask yourself:

“Why are we still meeting about this?”

#Leadership, #MeetingCulture, #TimeManagement, #TeamCommunication, #OrganizationalHealth, #EffectiveMeetings, #ClarityOverChaos, #WorkplaceLeadership