“We need to talk about meetings…”
27 May, 2025
Design, like almost every industry, runs on meetings. But are there too many? And how well do yours work?
This article is part of our meetings series, looking at different types of design meetings, and how they could be improved. You can find all the articles here.
When Shopify’s employees came back to work after the Christmas break in 2023, their calendars looked very different.
Bosses at the e-commerce company had decided to purge all meetings of more than two people. An estimated 12,000 meetings were removed at a stroke – all meetings were banned on Wednesdays too.
“Uninterrupted time is the most precious resource of a craftsperson, and we are giving our people a ‘no judgment zone’ to subtract, reject meetings, and focus on what is most valuable,” Shopify’s chief operating officer Kaz Nejatian said at the time.
Later that summer, they were at it again adding a “cost calculator” into employees’ calendar app, putting a dollar value on every meeting, based on who attends, and how long the meeting was.
Asana did a similar thing to Shopify in 2022, removing all recurring meetings and asking employees to think carefully about whether they should be added back in.
Through meetings becoming shorter, or removed entirely, they apparently saved the average employee 11.5 hours a month, or nearly four weeks across a working year.
In The Guardian, one expert asked about the Shopify purge put it succinctly – “Most organisations have too many meetings, and most meetings aren’t good.”
And there it is.
Design, like most industries, runs on meetings – one-to-ones, company updates, team huddles, client pitches, brainstorms, creative check-ins, and more.
In a hybrid or remote work culture, meetings have proliferated – one estimate says meetings jumped 70% during the pandemic.
Of all the issues facing the industry, meetings may not seem like the most pressing.
But in thinking about day-to-day work, and the things that impact it, I’d suggest that meetings are right up there, both in terms of quantity and quality.
“There’s no Mr Meeting coming to fix it for you.”
The first thing, if you think your meetings culture could be better, is to take responsibility for it.
Gillian Davis, an executive coach and leadership expert who works with many creative businesses, says she hears a lot of complaints about meetings.
“People always tell me about these really bad meetings that everyone knows are bad,” she says. “Well, if a meeting isn’t working, put your hand up and say, ‘Hey, maybe we should redesign this meeting.’ There’s no Mr Meeting coming to fix it for you.”
The key, Davis says, to an efficient and productive meetings culture, is to be intentional.
What’s this meeting for? Who needs to be there? Who really needs to be there?
Then you need an agenda to clearly and concisely set out the meeting’s aim, and at the end, you should agree on specific action points that reflect the intention set out in that agenda.
“People might think this stuff sounds obvious,” says Stu Tallis, creative director at Taxi Studio who has helped rebuild the way his company runs meetings. “But agencies are fast and furious, and it’s easy for things like this to slip.”
And if you put some of this best practice in place, then the idea of a meeting starts to shift. Many design leaders told me that it’s come to be seen as a dirty word in their studio – Tallis even avoids using the m-word altogether.
Guanglun Wu, founding partner and chief digital officer at Made by On thinks this is an issue.
“Many people are very protective of their focus time,” he says. “But that can lead to this mentality that meeting time is bad, that it’s unproductive. People become afraid of putting them in the calendar, and avoid them at all costs.
“But it depends what the aim is. Making time to talk to people and collaborate is important – it’s not wasted.”
Badberries’ managing director Natasha Szczerb wrote recently about the tricky balancing act of making time to focus on the clients, and the work, and making time to focus on the business itself.
Recognising the tension between the two, Szczerb says, “was crucial to our survival.”
And of all the operational decisions to make, and discussions to have, few leaders will feel their hearts fluttering at the thought of going deep on meetings.
But take a moment to look at your calendar, and your team’s.
How much time are they spending in meetings of one sort or another? And are you confident that time is being spent as efficiently and as effectively as possible?
Meetings matter, and good leaders will make sure they are planned and used in the best possible way.
And even if you’ve looked at this issue before, what worked for your studio in the past may not work any more.
“Companies evolve,” Davis says. “Their rituals and systems evolve. So meetings should evolve too.”
Industries in this article
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“We need to talk about meetings…”
27 May, 2025
Design, like almost every industry, runs on meetings. But are there too many? And how well do yours work?
This article is part of our meetings series, looking at different types of design meetings, and how they could be improved. You can find all the articles here.
When Shopify’s employees came back to work after the Christmas break in 2023, their calendars looked very different.
Bosses at the e-commerce company had decided to purge all meetings of more than two people. An estimated 12,000 meetings were removed at a stroke – all meetings were banned on Wednesdays too.
“Uninterrupted time is the most precious resource of a craftsperson, and we are giving our people a ‘no judgment zone’ to subtract, reject meetings, and focus on what is most valuable,” Shopify’s chief operating officer Kaz Nejatian said at the time.
Later that summer, they were at it again adding a “cost calculator” into employees’ calendar app, putting a dollar value on every meeting, based on who attends, and how long the meeting was.
Asana did a similar thing to Shopify in 2022, removing all recurring meetings and asking employees to think carefully about whether they should be added back in.
Through meetings becoming shorter, or removed entirely, they apparently saved the average employee 11.5 hours a month, or nearly four weeks across a working year.
In The Guardian, one expert asked about the Shopify purge put it succinctly – “Most organisations have too many meetings, and most meetings aren’t good.”
And there it is.
Design, like most industries, runs on meetings – one-to-ones, company updates, team huddles, client pitches, brainstorms, creative check-ins, and more.
In a hybrid or remote work culture, meetings have proliferated – one estimate says meetings jumped 70% during the pandemic.
Of all the issues facing the industry, meetings may not seem like the most pressing.
But in thinking about day-to-day work, and the things that impact it, I’d suggest that meetings are right up there, both in terms of quantity and quality.
“There’s no Mr Meeting coming to fix it for you.”
The first thing, if you think your meetings culture could be better, is to take responsibility for it.
Gillian Davis, an executive coach and leadership expert who works with many creative businesses, says she hears a lot of complaints about meetings.
“People always tell me about these really bad meetings that everyone knows are bad,” she says. “Well, if a meeting isn’t working, put your hand up and say, ‘Hey, maybe we should redesign this meeting.’ There’s no Mr Meeting coming to fix it for you.”
The key, Davis says, to an efficient and productive meetings culture, is to be intentional.
What’s this meeting for? Who needs to be there? Who really needs to be there?
Then you need an agenda to clearly and concisely set out the meeting’s aim, and at the end, you should agree on specific action points that reflect the intention set out in that agenda.
“People might think this stuff sounds obvious,” says Stu Tallis, creative director at Taxi Studio who has helped rebuild the way his company runs meetings. “But agencies are fast and furious, and it’s easy for things like this to slip.”
And if you put some of this best practice in place, then the idea of a meeting starts to shift. Many design leaders told me that it’s come to be seen as a dirty word in their studio – Tallis even avoids using the m-word altogether.
Guanglun Wu, founding partner and chief digital officer at Made by On thinks this is an issue.
“Many people are very protective of their focus time,” he says. “But that can lead to this mentality that meeting time is bad, that it’s unproductive. People become afraid of putting them in the calendar, and avoid them at all costs.
“But it depends what the aim is. Making time to talk to people and collaborate is important – it’s not wasted.”
Badberries’ managing director Natasha Szczerb wrote recently about the tricky balancing act of making time to focus on the clients, and the work, and making time to focus on the business itself.
Recognising the tension between the two, Szczerb says, “was crucial to our survival.”
And of all the operational decisions to make, and discussions to have, few leaders will feel their hearts fluttering at the thought of going deep on meetings.
But take a moment to look at your calendar, and your team’s.
How much time are they spending in meetings of one sort or another? And are you confident that time is being spent as efficiently and as effectively as possible?
Meetings matter, and good leaders will make sure they are planned and used in the best possible way.
And even if you’ve looked at this issue before, what worked for your studio in the past may not work any more.
“Companies evolve,” Davis says. “Their rituals and systems evolve. So meetings should evolve too.”
Industries in this article
What to read next
How to run better annual studio meetings
27 May, 2025
Features
How to run better meetings
27 May, 2025
#need #talk #about #meetings
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