When to activate
- Auditing team meeting load and identifying waste
- Designing meeting templates for recurring meetings
- Establishing meeting-free days or focus time blocks
- Creating meeting agendas and action item trackers
- Reducing meeting overhead for engineering teams
When NOT to use
- For facilitation of specific meetings
- For event planning or workshops
- For team-building activity design
Instructions
- Audit meeting calendar. Export all recurring meetings for the team. Calculate total hours/week per person.
- Classify each meeting. Category: decision, status update, brainstorm, 1:1, all-hands. Tag: essential, could-be-email, redundant.
- Calculate cost. (Avg hourly rate × attendees × meeting duration) = cost per meeting. Sum weekly cost.
- Eliminate waste. Cancel meetings with: no clear purpose, <50% attendance, or could-be-email status.
- Optimize remaining. Shorten by 25% (60→45min), reduce attendees to essential only, require agendas.
- Create templates. Standard agenda format: objective, pre-read, discussion items, decisions, action items.
- Set meeting norms. No-meeting Wednesdays, meetings end 5 min early, decisions documented in shared doc.
Example
Meeting Audit — Engineering Team (8 people)
Before: 23 recurring meetings/week, 47 person-hours/week, est. cost $9,400/week
After: 14 recurring meetings/week, 28 person-hours/week, est. cost $5,600/week
Savings: 40% reduction, $3,800/week ($197,600/year)
Eliminated:
- "Quick sync" (no agenda, 4 attendees, could be Slack)
- Duplicate status update (same info as standup)
- Friday demo (low attendance, moved to async video)
1---2name: meeting-optimizer3description: Audit and optimize meeting calendars — eliminate waste, create templates, and enforce meeting hygiene4---56## When to activate78- Auditing team meeting load and identifying waste9- Designing meeting templates for recurring meetings10- Establishing meeting-free days or focus time blocks11- Creating meeting agendas and action item trackers12- Reducing meeting overhead for engineering teams1314## When NOT to use1516- For facilitation of specific meetings17- For event planning or workshops18- For team-building activity design1920## Instructions21221. **Audit meeting calendar.** Export all recurring meetings for the team. Calculate total hours/week per person.232. **Classify each meeting.** Category: decision, status update, brainstorm, 1:1, all-hands. Tag: essential, could-be-email, redundant.243. **Calculate cost.** (Avg hourly rate × attendees × meeting duration) = cost per meeting. Sum weekly cost.254. **Eliminate waste.** Cancel meetings with: no clear purpose, <50% attendance, or could-be-email status.265. **Optimize remaining.** Shorten by 25% (60→45min), reduce attendees to essential only, require agendas.276. **Create templates.** Standard agenda format: objective, pre-read, discussion items, decisions, action items.287. **Set meeting norms.** No-meeting Wednesdays, meetings end 5 min early, decisions documented in shared doc.2930## Example3132```33Meeting Audit — Engineering Team (8 people)3435Before: 23 recurring meetings/week, 47 person-hours/week, est. cost $9,400/week36After: 14 recurring meetings/week, 28 person-hours/week, est. cost $5,600/week37Savings: 40% reduction, $3,800/week ($197,600/year)3839Eliminated:40- "Quick sync" (no agenda, 4 attendees, could be Slack)41- Duplicate status update (same info as standup)42- Friday demo (low attendance, moved to async video)43```
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