If Every Meeting Feels Essential, None of Them Are

We’ve all been there. Back-to-back meetings, each one feeling important but leaving little time for actual work. The irony is that most meetings are scheduled to create clarity or move an effort forward, yet too many end with vague decisions, unclear next steps, and meeting exhaustion as an added bonus.

Here’s a simple set of questions I ask before sending a calendar invite or accepting one:
→ Is there a clear agenda?
→ Will it clarify direction or decision-making?
→ Are all the necessary stakeholders invited and able to attend?
→ Could the same information be shared in an email or document?
→ Will it develop people or relationships?

If it doesn’t meet one of those, it probably shouldn’t be a meeting. A shared document, quick chat, or email may be better. And if the meeting still happens, ask for an agenda and expected outcomes first. It’s one of the simplest ways to set expectations and save everyone time.

Effective leadership isn’t about filling calendars. It’s about creating space for focus, deep work, and progress.

When leaders protect time for their teams, they send a message: I trust you to own your work, not just report on it. And when teams operate with that clarity, they move faster, think deeper, and communicate better.

Before you click “Schedule,” pause and ask: Will this meeting create clarity or clutter?