Have You Ever Wondered Why That Meeting Exists?
Most people never question it. Below, we explore a simple way to test whether it deserves a spot on your calendar.
Every meeting takes time, attention, and momentum. But not all meetings are created equal, and not all of them are worth keeping. This gives you a simple framework to question every meeting on your calendar. If it’s not serving a clear purpose, you can change it, shorten it, or cut it entirely.
The 4 Reasons to Meet (Ranked)
1. Collaboration
Real-time back-and-forth is the only way to move forward. Great for ideas, decisions, and shaping work together.
2. Visibility
People are blind without it. If this meeting disappears, clarity vanishes. Use it to surface progress, gaps, or risks.
3. Accountability
Things get done when people say them out loud. Use this format when commitments need to be visible and shared.
4. Cadence
"We always meet at this time" is not a reason. If this is all you’ve got, cancel it or redesign it to serve a better purpose.
Format vs Reason
Format is the container. Reason is the function it serves. Don’t confuse them. A 1:1, standup, or retro is only useful if it serves one of the four reasons above.
1:1
Can provide visibility, collaboration, or accountability. Useless if it's just a recurring catch-up with no focus.
Team Meeting
Use to align or share. But don’t default to group time just because it’s always been there.
Standup
Short bursts of visibility and rhythm. But only valuable if real blockers are surfaced or progress is shared.
Demo
Used to show work in progress or completed. Helps with visibility and feedback if scheduled with purpose.
Retro
Reflects on what’s working and what’s not. Should result in changes, not just venting. Supports collaboration and accountability.
Workshop
Used for deep thinking and decision-making with a clear goal. Avoid unless time-bound and well scoped.
Quick Test
If the reason for the meeting no longer holds, if the "why" is no longer justified, then it’s time to cancel or change it entirely. But if the reason still matters, then the meeting stays. What you adjust next is the format: who comes, how it’s prepared, how it runs, and what’s expected before and after.
The only way to get rid of a meeting is to remove the need it serves. If the reason is real, it stays. Then format is how you make it work.
Ask these two questions:
- What’s the reason? (Pick one: Visibility, Collaboration, Accountability, Cadence)
- Could we get that another way? (If yes, change the format or cancel it)
A clear reason and an aligned format should guide every invite.
Pro tip: Pair this with Time Blocking (to protect your focus) and Time Boxing (to contain your effort).
Make sure your time blocks are colour-coded and aligned to your actual roles and priorities.
That’s how you turn a cluttered calendar into a tool that actually works.
