Based on meeting research, a Forbes guide recommends breaks between sessions, time blocks matched to the task, fewer attendees, question-led agendas, independent idea-writing before discussion, and recording decisions, owners and deadlines.
The article estimates 55 million meetings take place in the U.S. each day. It cites research finding executives spend nearly 23 hours a week in meetings, up from fewer than 10 hours in the 1960s; Microsoft workplace data found the average employee in its sample spent 57% of Microsoft 365 time communicating through meetings, email and chat. A Microsoft Human Factors Lab study of 14 people found stress-associated brain activity accumulated during four consecutive 30-minute video meetings without breaks, but not when 10-minute breaks were scheduled. The article cautions the small study does not establish a universal 10-minute rule.
Steven Rogelberg's review found little relationship between simply including an agenda and attendees' ratings of meeting quality; he suggests framing agenda items as questions. Experiments found written idea exchange could improve later idea generation under the right conditions, while group research associated collective intelligence with social sensitivity and more equal turn-taking. Rogelberg's work also emphasizes recording and distributing commitments; leaders tend to rate meetings more favorably than attendees do. Invitees, the article says, should have a role in deciding, contributing expertise, carrying out next steps or receiving information in real time.
