The Hidden Costs of Back-to-Back Meetings and What to Do Instead
- Angela Richardson
- Mar 23
- 3 min read
In the modern workplace, back-to-back meetings have become a common occurrence, often seen as a sign of productivity and efficiency. However, research shows that this practice can have significant negative impacts on both individual well-being and organizational performance. This article delves into why back-to-back meetings are detrimental and offers practical strategies to create a more balanced and effective meeting culture.
The Negative Effects of Back-to-Back Meetings
Reduced Productivity: Continuous meetings without breaks can lead to cognitive overload, reducing the ability to process information and make effective decisions. A study by Microsoft found that brain activity associated with stress increases over the course of back-to-back virtual meetings, leading to decreased productivity[1]
Increased Stress and Fatigue: The constant switching between meetings can cause mental fatigue and stress. Research from Psychology Today highlights that too many consecutive meetings can narrow our ability to interpret novel ideas and negatively affect our vision[2]
Limited Focus and Engagement: Without breaks, employees have little time to digest information from one meeting before moving on to the next. This can result in poor retention of information and reduced engagement. According to Forbes, breaks between meetings allow the brain to reset, reducing stress and improving focus[1]
Poor Decision-Making: The pressure of back-to-back meetings can impair decision-making abilities. When employees are rushed and stressed, they are more likely to make errors and overlook important details. This can have long-term negative effects on the quality of work and overall organizational outcomes[3].
What We Should Do Instead
Schedule Buffer Times: Allow for short breaks between meetings to give employees time to process information and prepare for the next discussion. Even a 5-10 minute break can significantly reduce stress and improve focus[4].
Implement Shorter Meetings: Aim for 25 or 50-minute meetings instead of the standard 30 or 60 minutes. This creates natural buffer times and encourages more concise and focused discussions[4].
Encourage Asynchronous Communication: Not all updates and discussions require real-time meetings. Use collaborative tools like project management software or shared documents for non-urgent matters. This reduces the need for frequent meetings and allows employees to manage their time more effectively[4].
Prioritize Meeting Agendas: Ensure that every meeting has a clear agenda and objectives. This helps keep discussions on track and makes meetings more productive. Encourage participants to prepare in advance and stick to the agenda[5].
Promote a Culture of Well-being: Foster an organizational culture that values employee well-being. Encourage regular breaks, physical activity, and mindfulness practices to help employees manage stress and maintain their health[5].
Conclusion
While meetings are essential for collaboration and decision-making, the practice of scheduling back-to-back meetings can be counterproductive. By implementing strategies such as scheduling buffer times, shortening meetings, encouraging asynchronous communication, prioritising meeting agendas, and promoting a culture of well-being, organizations can create a more balanced and effective meeting culture. It's time to rethink our approach to meetings and prioritise the health and productivity of our workforce.
ABOUT THE AUTHOR - Angela Richardson
I have dedicated over 30 years to studying, practicing, and mentoring in leadership and change. Over my career I have had exposure to diverse organisations, many of which have been in states of significant change.
I am passionate about enabling others to succeed and sharing my knowledge to set individuals, teams and organisations up for success. I have a unique set of skills and experience in strategic people leadership, change management and HR technology transformation. My masters degree in organisational psychology and coaching qualifications, along with my experience in both public and private sectors set me apart.
I understand the challenges of leaders because I have been there. I know how hard it is to shift perspectives and dedicate time to growing for your own professional development but also for the benefit of your organisation.
Contact Angela, at angela@angelarichardson.com.au or on 0488 097 885

Sources:
[2](https://www.psychologytoday.com/gb/blog/digital-world-real-world/202306/the-dangers-of-back-to-back-digital-meetings).
[1](https://www.forbes.com/sites/brucerogers/2021/04/20/our-brains-need-breaks-from-virtual-meetings/).
[4](https://woxday.com/blog/mastering-back-to-back-meetings).
[5](https://tableair.com/back-to-back-meetings/).
[3](https://oncehub.com/blog/why-scheduling-meetings-back-to-back-is-a-bad-idea).
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