Ah, meetings. Love 'em or… avoid ‘em at all costs? In today’s remote-friendly, calendar-crammed world, meetings are both our best friend and worst enemy. One of the biggest (pun intended) questions is whether to go all out with large meetings for transparency or stick with smaller, action-oriented groups for productivity. Let’s dig in!
The Not-So-Hidden Cost of Large Meetings
Sure, large meetings are great for inclusivity, but they come with a price—and we’re not just talking about the coffee bill. Here’s what happens when we pack a room with people:
Participation Dip: The more, the merrier? Maybe for parties, but for meetings… not so much. In big groups, people start to “blend in,” nodding along but leaving the actual talking to a few brave souls. So, what’s the point if no one’s participating?
Bye-Bye, Time: Gathering 20 people, getting everyone settled, and circling back on tangents—large meetings have a knack for stretching time like a rubber band. And guess what? All that time adds up fast.
The Great Information Flood: Have you ever left a large meeting wondering, “What exactly was that about?” With so many topics flying around, focus goes out the window, and people end up confused and overwhelmed.
Productivity… Who?: The math here is scary: a one-hour meeting with 15 people = 15 hours of productivity gone. And if only half the room is really dialed in? You’re losing time AND money.
Small Working Groups: Less Talk, More Rock
On the flip side, smaller working groups get things done. They’re lean, mean, productivity machines, and here’s why:
Everyone Has a Voice: In a group of five, there’s no hiding! People feel like their input matters, which keeps engagement high and ideas flowing.
Swift & Savvy: With fewer people, smaller meetings get to the point faster and make decisions quicker—no waiting around while 15 people offer opinions.
Laser Focus: Small groups are like those tidy grocery lists: no extra fluff, just what you need. People stay on topic and go deep into the details that matter.
Expert Assembly: Need marketing expertise? Pull in just the right people. Want dev input? Gather your tech folks. Small groups let you call in the “A-team” for relevant insights without cluttering the convo.
Striking the Right Balance
But let’s be real: some things need to be discussed with the whole team. Transparency is still important! Here are some tricks to get the best of both worlds:
Define Big Meeting Goals: If you’re going big, make it worth everyone’s time. Keep large meetings for high-level updates, company-wide goals, or decisions that need input from across the board.
Get Small for the Deep Dive: For detailed discussions or problem-solving, split into smaller groups. Let them work their magic and report back with insights or solutions. That way, everyone stays in the loop without the overwhelm.
Transparency, Minus the Meeting: Post notes, key takeaways, or record quick video recaps. That way, folks who don’t need to be in every meeting can still stay informed.
Rotate In & Out: Rotate people into working groups so everyone gets a turn contributing directly to decisions. It’s a great way to keep things fresh and make sure no one feels left out of the action.
The Real Cost of Big Meetings
Let’s talk numbers. Studies show that meetings can take up a whopping 15% of an organization’s time, and in larger companies, that’s millions of dollars. A single one-hour meeting with 20 participants costs 20 work hours—and if half the room is zoning out, it’s a lose-lose.
Wrapping It Up
There’s no one-size-fits-all for meetings, but with a few smart moves, you can find the right balance. Large meetings? Great for the big picture. Small working groups? Perfect for getting things done. And when in doubt, remember: every meeting should have a purpose and every attendee should have a reason to be there.
So, before you hit “Send Invite,” ask yourself: big or small? Because with the right balance, your team can be productive, engaged, and maybe even (dare we say it?) excited about the next meeting on their calendar.
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