Are Too Many Team Meetings Killing Your Productivity? Here’s the GOLDEN RULE I Use After 1,700+ Days Running a Business and Marathons – Literally!

Today I’m pulling back the curtain on a frustrating topic every business owner, entrepreneur, or team leader faces: How often should you REALLY meet with your team? If you’ve ever left a meeting thinking, “That could have been an email,” or struggled with team momentum, this is for you.

My 1.7k+ Day Diary: Why Meetings MATTER (But Also Can Ruin Everything!)

If you’ve been following my journey, you know I’m running round the WORLD barefoot to help save children’s lives…and vlogging it daily. I’m 1,774 days in, with a wild goal to hit Day 4,292 and a distance aim of 40,075km, raising £1,000,000 for children’s causes. Every day counts. Every decision counts. And guess what? My team time is even more precious.

So here’s what I’ve learnt – meeting rhythm is crucial for momentum…but overdo it, and you’re just spinning wheels.

The Million-Pound Question: How Often SHOULD You Meet?

The brutal truth? It depends.

• Are you up against a tight deadline?

• Is your project at a critical stage?

• Do you manage multiple teams or projects?

From my diary (Ep1774 – you can watch or read for the inside scoop), I’m currently living through a phase of crazy daily meetings to hit a product development launch. Is it normal? No. Is it necessary right now? Absolutely.

My Usual Strategy:

• Weekly Meetings – For ALL departmental and project teams. This is your non-negotiable for building rhythm.

• Daily Huddles – 90 seconds max, via text/voice note. Share what you finished yesterday, today’s focus, blockers, and key metrics. It keeps everyone on pulse without clogging your diary.

• Quarterly & Annual Meetings – Realign objectives, tweak strategies, and reverse-engineer big goals into actionable sprints.

But here’s where it gets real – overkill kills momentum. Only ramp up frequency (e.g., daily meetings) when hitting tight, critical deadlines. Otherwise, stick to structure.

My No-Nonsense Blueprint for Meeting Rhythm

1. Weekly:

   • Structure it: Have an agenda, clear outcomes, and never overrun.

   • Departments & Projects: If you’re on both, one meeting can cover both.

2. Daily:

   • Huddle up: Quick status via WhatsApp/Teams/Slack. Max 90 seconds each.

   • Touchpoints: Address blockers fast, prevent duplicate work, track progress.

3. Quarterly/Annually:

   • Strategic reset: Adjust goals based on data and performance.

   • Long-term vision: 10-year+ plans broken down to quarterly targets.

Pro tip: Don’t confuse activity with progress. Meetings are only valuable if they drive outcomes. If there’s no clear purpose, skip it!

Why This Matters: From Ultra Marathons to Ultra Results

Running every single day teaches you discipline and perseverance, but in business, discipline with team time delivers results. Whether you’re growing a start-up, managing a sports club, or running fundraising campaigns, your meeting rhythm can be the make-or-break between stagnation and serious momentum.

Remember: less is often more.

Let’s Smash the Scroll – What’s Your Team Meeting Rhythm?

• Are you stuck in meeting overload?

• Do you have a weekly rhythm, or are your meetings all over the place?

• Ever tried daily huddles? Did it transform your productivity?

Drop your answers, tips, or rants in the comments! I reply to every relevant post and love sharing battle-tested strategies.

Want to Change Lives With Me?

If you believe in my mission – one barefoot step, one daily vlog, one team at a time – to save children’s lives and raise £1,000,000 by literally running round the world, subscribe, share, and join the movement. Every like, comment, and view gets us closer to our fundraising finish line.

Stay positive. Stay happy. Keep your team running STRONG.

See you out there!

Kevin
Ultra-running Entrepreneur | Runpreneur

Ready to revolutionise your meetings and join the ultimate fundraising journey? Hit subscribe and follow my diary for more proven entrepreneurial insights – and life-changing miles!