THE EFFECTIVE PROBLEMSOLVER #087
In our previous newsletters, we’ve explored the power of 1:1 relationships and the importance of following the money to leverage impact.
Now it’s time to tackle another major obstacle to progress in systems change: the endless parade of unproductive meetings and large group gatherings that eat up time but yield little real impact.
We’ve all been there.
You join a meeting with a dozen people on the call, each representing a different stakeholder group, hoping to make some progress on a complex issue.
Two hours later, nothing concrete has been decided, and you leave wondering why you bothered.
Sound familiar?
For changemakers who are committed to maximizing their impact, it’s crucial to cut the fat from your schedule.
That means reducing the time spent in meetings that don’t result in action and refocusing your energy on smaller, more agile collaborations that move the needle.
Why Big Meetings Don’t Work
The truth is, most large meetings don’t lead to meaningful progress.
They often become forums for airing opinions, status updates, or discussions that don’t get translated into action.
Even worse, they can create the illusion of collaboration when, in reality, they’re just a way to check a box without achieving anything substantial.
Big meetings also suffer from a lack of accountability. When too many people are in the room (or on the Zoom call), responsibility becomes diffuse, and no one leaves feeling fully responsible for what happens next. In contrast, smaller, focused groups allow for clarity of purpose, faster decision-making, and greater accountability.
The Case for Smaller, Action-Oriented Groups
If you want to drive change, it’s time to shift your focus away from large group gatherings and toward small, nimble working groups.
These groups are where real progress happens.
They allow for candid conversations, faster problem-solving, and a direct path from discussion to action.
They also foster stronger relationships—tying back to the 1:1 connections we discussed two newsletters ago—that lead to more meaningful collaboration over time.
Practical Tips: How to Cut the Fat and Focus on Action
- Implement a “No Unnecessary Meetings” Rule
Before agreeing to attend or schedule a meeting, ask yourself: Is this gathering necessary to achieve a specific outcome? If not, skip it. You can always use email, phone calls, or asynchronous collaboration tools to share updates or gather input. - Set Clear Agendas and Time Limits
For meetings that are necessary, set a strict agenda with clearly defined goals. What do you need to accomplish during this meeting? Outline specific questions that need answering or decisions that need to be made. Keep the meeting short—no more than 30 to 45 minutes whenever possible. This creates urgency and keeps everyone focused. - Prioritize Asynchronous Communication
Not every update or decision requires a meeting. Use asynchronous tools like shared documents, messaging apps, or email for status updates or to gather feedback. This allows everyone to work on their own time without the need to coordinate schedules. - Use Small Working Groups to Drive Action
For complex issues that require collaboration, create small working groups (3–5 people) focused on specific tasks or problems. These groups should be action-oriented, with a clear mandate and timeline for completing their work. This keeps things efficient and minimizes the risk of getting bogged down in endless discussions.
From Talk to Action
The Systems Whisperer understands that action—not endless discussion—is the key to driving real change.
By eliminating unproductive meetings, you free up time to dig deeper into the problem:
understanding its fundamental causes, identifying what can truly influence it, and honing your strategies for impactful solutions.
This is the kind of focus my online course will teach you—how to maximize your time for real, meaningful progress.
Next time you’re invited to a large group gathering, ask yourself:
Is this the best use of my time? Or could I achieve more by studying the problem more deeply and focusing on smaller, more targeted efforts?
Until next year, be ruthless with your time—and make every moment count in driving real change.