Meetings often feel like a necessary evil.
As a project manager, you’ve likely sat through countless hours of discussions that felt longer than they needed to be.
But what if you could cut meeting time in half—and still get better results?
The answer lies in minimalist meetings.
Strip away what’s unnecessary, focus on essentials, and watch productivity soar.
Why Do Meetings Drag On?
Before fixing the problem, you need to understand where it comes from:
- No clear agenda: People talk in circles without direction.
- Too many participants: Decision-makers get lost in a crowd.
- Lack of defined outcomes: Meetings end without concrete next steps.
- Repetition and status updates: Valuable time wasted on information better shared via email.
Ask yourself:
How many meetings in your calendar suffer from one—or all—of these?
The Minimalist Meeting Framework
Minimalism is about doing less, but better.
Here’s how you can apply it to your meetings:
1. Set a Single, Clear Objective
Every meeting should have one goal.
Not three.
Not five.
Example:
Instead of calling a meeting to “discuss project updates and potential risks,” focus only on “identifying top 3 risks blocking project progress.”
Ask yourself before scheduling:
What decision or action do I want from this meeting?
If you can’t answer clearly, you probably don’t need the meeting.
2. Keep Attendees Lean
Only invite people who directly contribute to the meeting’s objective.
- Decision-makers
- Key stakeholders
- Subject matter experts
Exclude “just-in-case” participants.
If someone needs to be informed, send them a summary afterward.
I once cut a 12-person weekly status call down to 4 people.
Result?
Discussions became sharper, decisions faster, and nobody complained about missing an unnecessary hour.
3. Limit Duration Strictly
Most meetings expand to fill the scheduled time.
Challenge this by:
- Defaulting to 15-minute slots for check-ins.
- Capping decision-making sessions at 30 minutes max.
- Ending immediately when the objective is achieved—don’t fill remaining time.
Try timing your meetings for one week.
You’ll notice how much fat can be trimmed.
4. Use Pre-Reads for Context
Stop using meetings to read slides or share basic updates.
Instead:
- Prepare short pre-reads (1-2 pages max).
- Distribute them at least 24 hours in advance.
- State clearly: “We won’t review this in the meeting. Please read beforehand.”
This forces people to show up informed and ready to contribute—not passively listen.
5. Assign a Timekeeper
Meetings often derail because nobody’s responsible for keeping things on track.
Assign one person (not necessarily you) to:
- Watch the clock.
- Cut off tangents politely.
- Remind everyone of the objective.
Even rotating the role among team members keeps engagement high and prevents drift.
6. End with Concrete Actions
A meeting without clear outcomes is wasted time.
At the end, quickly summarize:
- Decisions made
- Action items with owners
- Deadlines
Send this summary immediately.
You can use a simple format like:
| Decision/Action | Owner | Due Date |
|---|---|---|
| Approve final project timeline | Anna | Friday |
| Confirm vendor availability | Markus | Wednesday |
Don’t assume people will “remember” next steps.
Spell them out.
Replace Meetings with Asynchronous Tools
Many meetings exist just to share information.
Ask yourself:
- Can this update be sent via email?
- Can I post this in a project management tool?
- Would a short Loom video or voice message suffice?
Asynchronous communication saves everyone time.
Use meetings only when real-time discussion is absolutely necessary.
Ask: Do We Even Need This Meeting?
Before sending out invites, pause.
Consider:
- What’s the cost of this meeting in total man-hours?
- What happens if I cancel it?
- Can we achieve the same goal in writing?
Be ruthless.
Cancel standing meetings if they no longer serve a purpose.
How Minimalist Meetings Benefit Project Managers
When you cut down meeting clutter, here’s what you gain:
- Faster decisions: Clear objectives and lean attendance accelerate outcomes.
- Higher engagement: Shorter, focused meetings keep participants alert.
- More time for deep work: Less time spent in back-to-back calls.
- Improved accountability: Clear action items prevent confusion post-meeting.
In one project I managed, we reduced standing meetings by 40%.
Team satisfaction rose, and we completed milestones ahead of schedule.
Ready to Simplify?
Look at your calendar right now.
Which meetings can you:
- Cancel?
- Shorten?
- Restructure with clear objectives and lean participants?
Try minimalist meetings for one month.
Measure the impact—not only on your project’s progress but also on your team’s energy and focus.
What’s stopping you from making your meetings more efficient today?
Sebastian Strobl 