Let’s be real—meetings can feel like the bane of our work lives. We’ve all been there: you’re juggling deadlines, emails are piling up, and then, ding!—it’s time for yet another meeting. 

You log on, sit through an hour of discussion, and leave wondering, “What did we actually accomplish?” Or worse, you leave with more on your plate than when you started. It’s frustrating, right?

Now, don’t get me wrong. Meetings can be incredibly useful. They’re supposed to help us connect, plan, and move forward. But when they’re unproductive or dragged out, they can start to feel like huge time-wasters. 

For us accountants especially, time is precious. Every hour spent in an ineffective meeting is an hour we could have used to tackle client work, finalize reports, or check off those tasks we actually want to get done.

So, why do meetings so often feel like a drain? Maybe it’s because they interrupt your flow just as you’re getting into a productive groove. Or perhaps it’s the lack of focus and direction—meetings without a clear agenda that wander all over the place before finally wrapping up with a vague sense of “we’ll circle back on that.” Sound familiar?

And then there’s the toll it takes on your mental energy. Let’s be honest, a jam-packed day full of meetings can leave you feeling drained. 

Have you ever found yourself finishing a day of back-to-back meetings and realizing you’re too mentally wiped out to tackle anything else? There’s a reason for that. Our brains can only handle so much “meeting mode” before they’re completely tapped out.

But what if there was a way to change all that? What if meetings could be a tool, not a time-suck? 

Imagine if every meeting had a clear purpose, wrapped up on time, and left you feeling focused and ready to tackle the next thing on your list. It may sound like wishful thinking, but it’s completely possible with a few small changes.

So here’s the big question: What would it take to make your meetings more effective? What if, instead of dreading them, you could actually look forward to meetings as an opportunity to get things done quickly and efficiently? What if meetings didn’t just steal your time but actually gave you back more focus, more clarity, and more time in your day?

If you’re intrigued by the idea of reclaiming your time and making meetings work for you instead of against you, keep listening. I’m going to dive into why meetings so often go wrong, what’s actually happening in our brains during those long sessions, and some practical tips to make sure every meeting you attend is as effective as it can be. 

By the end of this, you’ll be able to approach meetings with a fresh perspective—and who knows, you might even find yourself with a little extra time in your day.

The Biggest Issues with Ineffective Meetings

Let’s dig into why meetings can feel like they’re wasting time instead of maximizing it. If you’ve ever left a meeting wondering what it was even about, you’re not alone. Ineffective meetings often boil down to a few recurring issues that, unfortunately, are all too common.

One major culprit is the lack of clear goals and agendas. When meetings don’t have a defined purpose, they tend to meander. 

Discussions veer off course, and everyone’s talking, but no one’s quite sure what they’re trying to achieve. Without a focused goal, meetings can quickly turn into long-winded conversations that go in circles. 

People leave feeling just as unclear as they were when they came in—and now they’ve also lost an hour or more they could’ve spent on focused work.

Another issue is inviting too many people. While it can feel inclusive to have everyone present, more participants mean more opinions, which can lead to more sidetracks and tangents. 

And not everyone in the room always needs to be there—some may not have any decision-making role, while others only need the final recap. Too many attendees can add unnecessary complexity, stretching meetings longer than necessary.

Poor time management is another factor that drags meetings down. You’ve probably seen it happen: a meeting that was supposed to be 30 minutes stretches into 45, then an hour, and you realize you’re nowhere near wrapping up. 

This overrun cuts into other tasks and disrupts the flow of the day. Without a time-bound agenda, it’s easy for discussions to lose focus and for small topics to eat up large chunks of time. Everyone’s left playing catch-up with their own work after the meeting finally ends.

Then there’s the trap of recurring meetings that haven’t evolved. Weekly check-ins or standing meetings can be helpful, but over time, they can become routine and lose purpose. 

If the meeting format stays the same, people may start to feel like they’re simply going through the motions. In these cases, a meeting that once felt productive can turn into a box to check off, rather than a tool to help the team move forward.

Finally, there’s the hidden financial impact of unproductive meetings. Time spent in an unproductive meeting is money spent with little to show for it, especially for accountants who could be using that time to bill clients or wrap up projects. 

Every hour lost in a meeting without results is an hour lost from tasks that drive revenue and productivity.

The good news is, with some intentional tweaks, it’s entirely possible to avoid these pitfalls. By identifying and addressing these common issues, meetings can become a powerful tool for moving work forward rather than a frustrating time-sink. 

Why Meetings Can Be Productivity and Time Killers

Alright, so we know what makes meetings ineffective, but have you ever wondered why they feel so draining? Let’s be real—it’s not just about how long they are or how many people are there. 

There’s a reason why, by the end of a meeting, you can feel like your brain’s been squeezed dry and you still have a mountain of work left.

One big reason is how meetings completely interrupt our flow state. You know that feeling when you’re deep into a task—like, really in the zone, knocking things out left and right? That’s what we call being in a “flow state,” and it’s when we do our best work. 

But meetings just pull us right out of that zone. And it’s not easy to jump back in, either. 

Research shows that it can take up to 20 minutes to fully regain your focus after an interruption. So every time you have to stop what you’re doing for a meeting, you lose a chunk of productive time. 

By the time you’re back on task, you’re already playing catch-up, and your brain is working overtime to get back in that groove.

Then there’s the opportunity cost of meetings—basically, what we’re giving up every time we spend an hour or more in a meeting. For accountants especially, that time could be used on high-impact work, like getting through client files, preparing for tax season, or planning ahead for deadlines. 

Instead, meetings that drag on (or could have been emails) end up eating into that time. And the funny thing is, the work doesn’t go away! So we end up staying later or working through lunch just to make up for it. It’s like we’re constantly chasing time because of these meetings.

And I know you’ve probably felt this, too—the mental and physical drain that meetings cause. Back-to-back meetings, especially long ones, can leave you mentally fried. 

Our brains aren’t wired to stay hyper-focused for long stretches without a break, so if you’re sitting in a meeting that’s going past 20 or 30 minutes, your focus naturally starts to drift. You start zoning out, and by the end, it’s like your brain just can’t handle any more information. 

Add in the physical toll from sitting still for too long and staring at a screen, and it’s no wonder you feel completely wiped by the end of the day.

When meetings are stacked one after another like this, it’s like they’re slowly draining your productivity without you even realizing it. But here’s the thing: once we understand why meetings are so exhausting, we can start designing them to work with our brains, not against them. 

Now I want to dive into the brain science behind why we feel so spent after a meeting and how knowing this can actually help us turn meetings into a tool that works in our favor, not against us.

The Brain Science Behind Effective Meetings

Let’s get into what’s actually going on in our brains during these meetings, because understanding a few basics can make all the difference.

First, our brains are built to focus best in short, intense bursts. They’re not designed for long stretches of nonstop concentration. It’s kind of like trying to stretch a rubber band—if you keep pulling, it’s eventually going to snap. 

That’s why those long meetings leave us feeling mentally checked out halfway through, even when we’re really trying to stay engaged. Keeping meetings short and focused actually works with our brains instead of against them.

Then there’s cognitive load—basically, how much information our brains can process at once. Imagine your brain as a computer with limited RAM; once it’s maxed out, everything slows down, and processing new information becomes tough. 

Meetings that pack in too many topics or lack structure overload our “mental RAM.” But when a meeting has a clear structure and agenda, it’s easier for our brains to keep up and stay engaged.

We also deal with something called decision fatigue. Every choice we make in a meeting—whether to speak up, process information, or follow a discussion—drains our mental energy. 

So, in long meetings or complex discussions, we’re more likely to feel wiped out by the end, with our decision-making abilities shot. That’s why a focused, purposeful meeting leaves us feeling more productive, while a long, wandering one leaves us drained.

And let’s talk about memory and retention. Our brains actually remember concise points and focused conversations better than winding discussions. 

Ever wonder why you can barely remember half of what was covered after a long meeting? It’s because our brains don’t know which parts to prioritize. When meetings are clear, with specific takeaways and action items, it’s much easier to remember what’s important.

Knowing these brain basics doesn’t just help us understand why meetings can be so exhausting—it also shows us how to design them to work for us. When we keep cognitive load low, avoid decision fatigue, and respect our brain’s attention span, meetings can go from draining to actually productive.

Now, let’s bust a few common myths about meetings that might be holding us back from making them as effective as they could be.

Busting Myths About Meetings

Alright, let’s get real about some of the myths that keep meetings stuck in “unproductive” mode. These are things we’ve all heard—or maybe even believed—that seem harmless but actually make meetings more exhausting and less effective. Time to bust these myths wide open.

Myth #1: Everyone Needs to Be in the Room

A big one, right? We tend to think that inviting the whole team is inclusive, but it usually just creates more noise. When everyone’s there, discussions get sidetracked, more opinions get tossed in, and it’s way harder to keep the meeting focused. 

The truth is that only the people directly involved in the topic or decision need to be there. Fewer people mean clearer conversations and faster decisions. Next time you’re setting up a meeting, ask yourself, “Who really needs to be here?”

Myth #2: Longer Meetings Get More Done

Ever been in a meeting that drags on and on because someone thinks more time means better results? It’s a myth that doesn’t hold up. In reality, the longer a meeting goes, the more people zone out, and engagement plummets. 

Meetings don’t need to be long—they just need to be focused. Some of the best meetings are 15 or 20 minutes because they cut right to the main points, leaving everyone free to get on with their day. Think of meetings like a sprint, not a marathon.

Myth #3: Weekly Meetings Are Always Necessary

We often get stuck in the habit of scheduling weekly or bi-weekly meetings, assuming they’re essential. But sometimes, recurring meetings lose their purpose, and people start attending out of habit instead of need. 

If there’s no new information or updates, that weekly check-in can become a time drain. Don’t be afraid to cancel a meeting if it’s not adding value. Instead, call a meeting only when there’s something specific to discuss. People will show up more engaged and ready to contribute.

Myth #4: Meetings Need to Cover Everything

It’s tempting to try to tackle as many topics as possible to “make the most of the time.” But cramming everything into one meeting often overwhelms people, and nothing gets fully resolved. 

Instead, keep each meeting focused on one or two key topics. When you stick to a specific agenda, everyone can dive deeper into the discussion and leave with a clear understanding of next steps. Less really is more when it comes to meeting agendas.

Letting go of these outdated ideas about meetings can open up a whole new way of thinking. By ditching these myths, we can design meetings that are lean, effective, and actually helpful. 

Now let’s get into some practical strategies for running meetings that make the most of everyone’s time.

Strategies for Holding More Effective Meetings

Alright, so we’ve busted the myths, and we know the brain science—now let’s talk about what we can actually do to make meetings better. These strategies are all about making meetings feel purposeful, keeping them on track, and helping everyone walk away feeling like their time was well spent. Because let’s be honest, if we’re going to be in a meeting, it better be worth it, right?

Set a Clear Objective

This one might sound obvious, but it’s amazing how many meetings kick off without a clear purpose. When everyone knows the exact goal of the meeting—whether it’s to make a decision, solve a problem, or update the team on progress—it sets a tone that keeps things focused. 

Think of the objective as the meeting’s anchor. If the discussion starts to drift (as it often does), a clear objective helps steer it back. So, before sending out that calendar invite, ask yourself, “What do I want to accomplish in this meeting?” If you can’t answer that, maybe it’s time to rethink the need for the meeting altogether.

Create a Time-Bound Agenda

Have you ever noticed how meetings without an agenda seem to last forever? An agenda not only shows people what will be covered, but it also sets a time limit for each topic. It’s like setting up mini-deadlines within the meeting, which naturally keeps the pace moving. 

And here’s a tip—try sharing the agenda before the meeting starts. This gives everyone a chance to prepare, making discussions faster and more productive. Bonus points if you set a hard stop time. When people know the meeting won’t go on indefinitely, they’re more likely to stay focused and get to the point.

Limit Participants to Essentials

It can feel tempting to invite everyone to a meeting “just in case” they have input. But too many people can actually slow things down and make it harder to reach decisions. Instead, only invite those who are directly involved in the topic or who need to take action afterward. 

You can always send out a summary to others if they need to stay in the loop. Keeping the guest list lean creates a more focused environment where decisions can be made quickly and efficiently.

Use Visuals and Summaries

We talked about how the brain processes and retains information, right? Well, visuals and summaries are a fantastic way to make things stick. When key points are reinforced visually—whether that’s through a quick slide, a chart, or even a few bullet points—it’s easier for people to follow along and retain what’s being discussed. 

And wrapping up with a summary of action items at the end? That’s like the cherry on top. It reinforces what’s been decided and makes sure everyone leaves on the same page.

Assign Action Items and Follow Up

One of the best ways to make meetings meaningful is to end with clear action items and deadlines. Let’s face it: meetings without follow-ups tend to go nowhere. If there’s no accountability, it’s easy for all those great ideas and decisions to fade into the background once everyone’s back to their busy workdays. 

When each person has a specific task and a timeline, it keeps the momentum going. And don’t forget a quick follow-up afterward—an email or a shared document with the action points can be all it takes to keep everyone aligned.

These strategies aren’t just about making meetings more efficient; they’re about giving everyone a sense of purpose and accomplishment. When meetings are clear, focused, and actionable, they actually add value instead of taking it away. 

And the best part? You’ll likely find yourself spending less time in meetings and more time actually getting things done.

Becoming a Smarter Accountant: Learning To Have More Effective Meetings

One of my coaching clients is a manager at a mid-sized firm, and was stuck in a cycle of endless, draining meetings that felt more like obstacles than opportunities. Each week, she’d gather her team for what was supposed to be a productive check-in, but without a set agenda or clear focus, the meetings quickly spiraled. 

Discussions would jump from one topic to the next, with everyone chiming in on unrelated issues. By the end of each session, her list of action items had somehow tripled, and she left feeling mentally exhausted and stressed, knowing her actual work was piling up. 

She dreaded these meetings, but felt they were just part of the job.

Once we began working together, she admitted she hadn’t realized how much her meetings were dragging down her productivity—and her team’s. We worked on creating a new approach: each meeting would have a clear goal, a time-bound agenda, and only the essential team members needed to get things done. 

She learned how to set boundaries within the meeting to keep discussions focused and purposeful. The transformation was immediate. Her meetings went from nearly an hour to a focused 20-30 minutes, with everyone leaving clear on their action items. 

She told me that not only did her own productivity soar, but her team seemed more engaged, too. She now walks into meetings with confidence, knowing they’re designed to move projects forward instead of holding them back. 

For this client, meetings have become a powerful tool, not a necessary evil—and she finally has the time and energy to focus on what really matters in her work.

The bottom line is if you’re dreading meetings, you need to learn how to run or participate in more effective meetings. 

Now I’m going to share the key takeaway from today and an action item for the upcoming week.

Key Takeaway and Action Item

The key takeaway from this episode is that effective meetings aren’t just about saving time—they’re about creating clarity, maintaining focus, and ensuring everyone leaves with a sense of purpose and actionable steps.

For this week, ask yourself, “What can I change or suggest for my next meeting to make it more focused and valuable for everyone involved?”

This question encourages you to look at your meetings with a fresh perspective. Instead of seeing them as an obligation, consider them an opportunity to drive real progress. 

Consider specific changes you can make, like setting a clear agenda, inviting only necessary participants, or ending with defined action items. By taking even a few small steps, you can turn meetings from time-drains into productive sessions that help you and your team move forward with energy and direction.

Well, that’s what I have for you today. Thank you for joining me as I shared The Smarter Accountant’s guide to more effective meetings. I hope you’re walking away with a better understanding of what’s been getting in your way when it comes to effective meetings.

As I always say, you’ve worked hard to become an accountant; it’s time to make it easier to be one.

If you’d like to discuss how to better manage your time or anything you’re currently struggling with, you can schedule a free 30-minute call with me at  https://thesmarteraccountant.com/calendar/. 

And don’t forget to check back each week for more tips and strategies to help you go from being a stressed accountant to a Smarter Accountant.

Also, if you haven’t already, make sure to take The Smarter Accountant Quiz at www.thesmarteraccountant.com to see if you’ve been underutilizing your accountant brain. It’s a great starting point to see where you are and how you can improve.

Lastly, if you’ve found today’s episode helpful, I’d really appreciate it if you could spread the word to other accountants. The more we get this message out, the more we can change the narrative in the accounting profession and help accountants everywhere.

The truth is that you’re already smart, but this podcast will show you how to be smarter.