Meetings Are Killing Your Project — How to Cut the Fat and Focu…
Ben Webb
Meetings Are Killing Your Project — How to Cut the Fat and Focus on Delivery
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4 min read
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6 hours ago
Ben Webb — Project Manager
Project Management’s Biggest Time-Waster? Meetings.
We’ve all been there — you ask yourself “what is this meeting?”
Another hour wasted. Another session where nothing gets decided, but somehow, another meeting gets scheduled.
Too many meetings.
Too many attendees.
Too little action.
The result? Projects slow down, teams lose focus, and instead of delivering work, everyone spends their time talking about the work.
Project management should be about delivery and execution, not endless discussions. Yet, for some reason, meetings have become the default way to “show progress” when, in reality, they’re slowing everything down.
Why Most Project Meetings Are a Waste of Time
1️⃣ They Don’t Solve Problems — They Create More Work
Most meetings end with more questions, more tasks, and another follow-up meeting.
Instead of clearing roadblocks, they add layers of complexity.
2️⃣ They Encourage Micromanagement
When project managers drag teams into constant check-ins, they’re not managing — they’re babysitting.
If you are doing this, you need to ask yourself if you have the right team? The best teams don’t need constant updates — they need the space to get the job done.
3️⃣ They Give the Illusion of Progress
A meeting feels productive — you talked, you made notes, you debated. But what actually got done? Nothing.
Progress isn’t measured in a great set of meeting minutes — it’s measured in actual project delivery.
4️⃣ They Drain Productivity
A one-hour meeting with 10 people? That’s 10 hours of lost work. An extra weekly status meeting? That’s weeks of lost productivity across the year.
A meeting-heavy culture? That’s not a high performing project team — give them the time to execute and give them accountability.
But Cutting Meetings Alone Isn’t Enough — You Need a Better System
It’s easy to say “just cut meetings,” but in reality, projects still need stakeholder visibility and accountability. So how do you maintain control without drowning in meetings?
The Smart Way to Reduce Meetings While Keeping Projects on Track
1️⃣ Replace Meetings with Real-Time Dashboards
Instead of weekly update meetings, use live project dashboards
Stakeholders can see progress at any time — without waiting for a scheduled meeting.
Use color-coded risk indicators (Green = on track, Yellow = at risk, Red = critical) so issues stand out instantly.
Real World Check: This works because instead of sitting in a meeting to “review the project,” stakeholders can check progress on demand and engage when needed.
2️⃣ Use Short, Focused Decision Meetings
Instead of long status meetings, hold short, structured result driven meetings that focus on:
✅ What’s done?
✅ What’s next?
✅ What’s blocking progress?
Only key decision-makers should attend — no need for the entire team to sit in. Action items should be assigned on the spot — don’t just talk, decide.
Real World Check: This ensures accountability without wasting hours. If stakeholders need more detail, they can check the dashboard.
3️⃣ Streamline Stakeholder Communication with Asynchronous Updates
Weekly project summary emails (bullet points, not essays) keep executives and stakeholders informed.
Set up automated dashboard reporting to send real-time progress insights directly to inboxes.
Real World Check: This eliminates the need for constant “alignment” meetings while keeping stakeholders engaged.
4️⃣ Set Clear Accountability Without Micromanaging
Each project milestone should have a single accountable owner — not just a vague “team.”
Use OKRs (Objectives & Key Results) to measure progress instead of tracking who attended which meeting.
If something is at risk, it should be flagged early through the dashboard, not discovered in a meeting two weeks later.
Real World Check: This ensures accountability is built into the workflow rather than being enforced through meetings.
5️⃣ Hold Stakeholder Touchpoints at Key Milestones — Not Weekly
Instead of dragging stakeholders into weekly updates, hold milestone-driven meetings where decisions are actually required.
Only schedule a meeting if there is something actionable — not just to “discuss progress.”
Real World Check: This ensures stakeholder involvement at the right moments while avoiding unnecessary check-ins.
6️⃣ Create a Culture of Direct, Transparent Communication
Instead of “Let’s book a meeting,” encourage a culture of quick, direct decision-making.
If an issue arises, solve it with a short call, email, or quick decision doc — don’t turn it into a 1-hour meeting.
Real World Check: This makes teams more responsive and agile instead of waiting for the next scheduled meeting.
The Future of Project Management: Less Talk, More Action
Meetings aren’t inherently bad — they’re just overused. The key is to make every meeting count and replace unnecessary ones with better alternatives.
Stakeholder Visibility = Dashboards + Automated Reports
Project Accountability = Clear Ownership + Measurable Outcomes
Fast Decision-Making = Short Standups + On Demand Real Time Updates
Efficient Communication = Milestone Checkpoints + Direct Conversations
Project Success Comes from Execution, Not Meetings
The best project managers aren’t the ones who schedule the most meetings. They’re the ones who keep the team focused on delivery.
So next time you think about sending another meeting invite, ask yourself:
“Can this be solved with a dashboard update, a quick decision, or a direct message instead?”
Chances are, the answer is yes.
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Posted Feb 19, 2025
Another session where nothing gets decided, but somehow, another meeting gets scheduled.
