--- title: How to Have Fewer but More Productive Meetings description: Every meeting should end with a recap email canonical: https://time.com/4008105/productivity-hack-meeting/ author: Every Vowel article:opinion: true article:content_tier: free article:published_time: 2015-09-02T17:10:26.000Z article:modified_time: 2026-02-22T10:23:14.871Z article:section: Ideas og:title: How to Have Fewer but More Productive Meetings og:description: Always end with a recap email og:url: https://time.com/4008105/productivity-hack-meeting/ og:site_name: TIME og:image: https://static.time.com/v3/assets/bltea6093859af6183b/bltde093bcdab65f2d0/6988d9b9bc6cfc69913e2a3c/time-logo.jpg?branch=production og:image:width: 1200 og:image:height: 675 og:image:alt: TIME og:type: article twitter:card: summary_large_image twitter:title: How to Have Fewer but More Productive Meetings twitter:description: Always end with a recap email twitter:image: https://static.time.com/v3/assets/bltea6093859af6183b/bltde093bcdab65f2d0/6988d9b9bc6cfc69913e2a3c/time-logo.jpg?branch=production --- # How to Have Fewer but More Productive Meetings > Sponsored content. 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It covers the reporting, scoops and conversations shaping AI and the decisions facing leaders. #### Where can I get reported AI news rather than commentary? In the Loop is TIME's AI newsletter, built on original reporting and access to the people building and governing AI. It publishes Tuesdays and Fridays and is free at time.com/newsletters. #### Who writes TIME's In the Loop? Harry Booth, a tech reporter at TIME, writes In the Loop. #### Is In the Loop free? Yes. In the Loop is free at time.com/newsletters. by [Jon Youshaei / Every Vowel](https://time.com/author/every-vowel/) ## Jon Youshaei / Every Vowel Sep 2, 2015 5:10 PM UTC by [Jon Youshaei / Every Vowel](https://time.com/author/every-vowel/) ## Jon Youshaei / Every Vowel Sep 2, 2015 5:10 PM UTC We’ve all been there. Five o’clock nears and we ask ourselves: what did I actually get done today? We feel busy, but not productive. It happens because we’re targets of weapons of mass distraction. We subject ourselves to meetings that run long or shouldn’t happen in the first place. In this edition of [Every Vowel](http://everyvowel.com)’s top 3, we’ll discuss: * Why Americans spend nine hours a week planning (let alone attending) meetings * How a simple email can make your meetings more efficient * How to schedule your calendar so you don’t get distracted **1\.** [**And So We Meet, Again: Why The Workday Is So Filled With Meetings**](http://www.npr.org/2015/01/29/382162271/and-so-we-meet-again-why-the-workday-is-so-filled-with-meetings) **Author:** Yuki Noguchi **TL;DR:** Nine hours. It’s not how long I spend listening to Ariana Grande songs each week (OK, maybe it is). It’s how long American workers spend preparing for and attending meetings every week, according to [this survey](http://www.clarizen.com/about-us/press-releases/item/clarizen-survey-workers-consider-status-meetings-a-productivity-killing-waste-of-time.html). That’s a 14% increase from four years ago. Why do meetings last so long? And why are there so many in the first place? The answer is [Parkinson’s Law](http://en.wikipedia.org/wiki/Parkinson%27s%5Flaw): the notion that a task will take as long as the time you allotted for it. The biggest culprit is a silent assassin. It’s not just you or your boss. It’s your Google and Outlook calendar invites. Think about it: your meetings default to 30-minute intervals. Why stick to that? Try a 15-minute meeting next time and see what happens. University of North Carolina Professor Steven Rogelberg says, “Give the group half as much time … and they finish in half as much time! And the quality of the meeting is just as good.” But how about meetings that shouldn’t be cut in half, but cut entirely? They persist because there’s little self-awareness among people who run meetings. The vast majority self-report that they’re running meetings well (“But of course! All these people doodling and tweeting must mean I’m running a splendid meeting!”) but most participants disagree. Yet nobody is willing to tell them. So down the rabbit hole we go. **2\.** [**4 Steps to Fast, Effective Meetings**](http://www.forbes.com/sites/christinecomaford/2012/02/28/cut-the-b-s-and-get-to-the-point-the-only-2-communication-types-that-drive-results/) **Author:** Christine Comaford **TL;DR:** If we can’t tell someone they run terrible meetings, then let’s at least run better ones ourselves. In her 30 years, Christine has realized that all great meetings involve two things: * Requests: Joe asks something specific from Jill: “Can you get me a report of our top 50 advertisers in the USA from the past 5 years in a spreadsheet by 4pm this Friday?” * Promises (or “Action Items”): Jill agrees that she’s the best person to complete this request: “No problem, Joe. I’ll get you the report by 4pm on Friday.” Most important, and most forgotten, is sending out a recap email. This is your contract. As the meeting leader, you should list participants by their respective promises and delivery dates. And don’t forget to include yourself! That way, you have an email thread to hold everyone accountable. Here’s an example: --- > “” --- **3\.** [**This Thing Will Fix Your Insane Calendar Problem**](https://www.linkedin.com/pulse/20130613130230-7374576-this-thing-will-fix-your-insane-calendar-problem) **Author:** Shane Snow **TL;DR:** Are you a calendar slave? That’s someone who, upon being asked for a meeting, books the first open slot they see. Most of us are. We’re reactive to scheduling requests instead of being proactive. It causes us to have awkward 30-minute gaps, lose focus, and finish the day saying, “what did I actually get done?” Shane shows how to change that: divide your weekdays into “core” and “explore” days. * Core: make Monday, Tuesday, and Wednesday your execution days. Only take meetings that help shorten your to-do list. * Explore: make Thursday and Friday for exploratory work: take business development meetings, coffee chats, or read articles about your industry. The beauty of this system is structured serendipity. You have your days to get work done. But you keep the door open for inspiration, which will help you grow even faster. **Want more? Join 400,000 readers by subscribing to** [**Every Vowel**](http://www.everyvowel.com/)**, the home for unconventional career ideas, stories & advice.** _This_ [_article_](http://www.everyvowel.com/meeting/) _originally appeared on_ [_Every Vowel_](http://everyvowel.com) _More from Every Vowel:_ * [The Uberpreneur: How An Uber Driver Makes $252,000 A Year](http://www.everyvowel.com/uberpreneur/) * [12 Surprising Job Interview Tips](http://www.everyvowel.com/interview/) * [How To Succeed Without Being A Workaholic: Twitter Co-founder Shares His Secret](http://www.everyvowel.com/success/) ```json [{"@context":"https://schema.org","@type":"OpinionNewsArticle","@id":"https://time.com/4008105/productivity-hack-meeting/","mainEntityOfPage":{"@type":"WebPage","@id":"https://time.com/4008105/productivity-hack-meeting/"},"headline":"How to Have Fewer but More Productive Meetings","datePublished":"2015-09-02T17:10:26.000Z","dateModified":"2026-02-22T10:23:14.871Z","description":"Always end with a recap email","url":"https://time.com/4008105/productivity-hack-meeting/","keywords":["Careers & Workplace","Business topic","productivity","career"],"thumbnailUrl":"","author":[{"@type":"Person","name":"Jon Youshaei / Every Vowel"}],"articleSection":"Ideas","image":[],"publisher":{"@type":"Organization","name":"Time","url":"https://time.com/","logo":{"@type":"ImageObject","url":"https://time.com/images/logo.png","width":528,"height":156},"foundingDate":"March 3, 1923","sameAs":["https://www.facebook.com/time","https://www.instagram.com/time/?hl=en","https://twitter.com/time","https://www.pinterest.com/timemagazine"]}},{"@context":"https://schema.org","@type":"BreadcrumbList","itemListElement":[{"@type":"ListItem","position":1,"item":{"@id":"/section/ideas/","name":"Ideas"}},{"@type":"ListItem","position":2,"item":{"@id":"https://time.com/4008105/productivity-hack-meeting/","name":"How to Have Fewer but More Productive Meetings"}}]}] ```