Invite the Right People to a Meeting

6 Mins

Take it from these cardinals –

overcrowded meetings waste everyone's time.

When inviting team members, ask yourself:

1. Is it better to invite more people?

In very rare cases, it can be more effective to get everyone in the room. Call a full team meeting if you want to motivate your team or share new or sensitive information that you only want to say once.

2. Is everyone involved a decision maker?

You don’t want to be stuck in the room for three years – so try to limit the number of people involved in key decisions to seven or fewer. Never invite people to a decision meeting who aren’t involved in making it.

3. Do people need to be there to do their jobs?

If people can't move forward with their day-to-day work without this meeting, it's a good sign that they should be there. For instance, if you’re setting a timeline for a project handoff, everyone involved needs to attend to speak for their schedules.

Trim your meeting's guest list, and you'll get more done. 

Let's try it on a real team.


I just assigned Nastia to plan the seating chart for the new office, and she needs to work with IT to make sure that all desktops get moved to the right location. Why should she come to the meeting now?

Quiz 1 of 1

Why should Nastia come to the meeting now?

She will bring her great ideas to this meeting.
She needs to be in the meeting to do her job.
She just got a promotion and deserves to meet with higher-ups.
She needs to ask important people where they want to sit.

B is correct.

Nastia needs to be in this meeting to work with IT on getting those desktops well set up. She needs to attend to do her job.

Lesson complete