Roya Bloom

Steve Jobs believed in simplicity—not just in design, but also in how teams worked together. One of his most effective productivity strategies? Keep meetings small.

Jobs famously kept Apple’s meetings tight and purposeful, inviting only the people who were absolutely necessary. If you didn’t have a clear role, you weren’t in the room. This approach wasn’t about exclusivity—it was about efficiency. Smaller meetings meant faster decisions, clearer communication, and less wasted time.

If your meetings are dragging on or losing focus, it might be time to adopt Jobs’ method. Let’s explore how smaller meetings can drive bigger results—and how you can apply this principle to your own team.

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Why Keeping Meetings Small Works

Large meetings often feel productive—but the reality is, the more people in the room, the more diluted the conversation becomes. Here’s why smaller meetings are more effective:

1. Faster Decision-Making: Fewer voices mean quicker discussions and faster agreement.
2. Clearer Accountability: With only key players present, there’s no confusion about who is responsible.
3. More Focused Conversations: Small groups reduce side discussions and off-topic tangents.
4. Increased Engagement: Everyone feels their input matters when they’re not one of 20 people in a room.

Jobs understood that inclusion for the sake of inclusion slows down progress. Keeping meetings small isn’t about leaving people out—it’s about bringing the right people in.

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The Steve Jobs Rule in Action

Jobs didn’t just talk about small meetings—he lived it. Former Apple executives often recount how Jobs would cut meetings short if he felt too many people were present.

In one famous story, when a marketing executive invited too many people to a product meeting, Jobs immediately pointed to someone and said, “You’re not needed.” Harsh? Maybe—but it ensured that every person in the room added value to the conversation.

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How to Apply the “Keep Meetings Small” Rule

Want to streamline your meetings the Steve Jobs way? Here’s how:

1. Limit the Guest List: Ask yourself, “Who absolutely needs to be here?” If someone’s role is peripheral, send them a recap instead.
2. Define Roles Clearly: Ensure every participant has a purpose—whether it’s to make decisions, provide expertise, or implement action items.
3. Cut the “Spectators”: If someone is there just to listen without contributing, they don’t need to be in the room. Consider providing meeting notes later.
4. Enforce a “Two-Pizza” Rule: Amazon’s Jeff Bezos uses a similar technique—never hold a meeting where two pizzas couldn’t feed the group.
5. Stick to a Tight Agenda: With a small team, focus becomes easier—so make sure the agenda is lean and actionable.

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How to Use This Rule During Meetings

Once you’ve trimmed your attendee list, here’s how to maintain efficiency throughout the meeting:

• Start with Purpose: Open with a clear objective. Why are you here? What decision needs to be made?
• Assign Roles: Make it clear who is responsible for leading, recording decisions, and following up.
• Timebox Discussions: Limit how long each agenda point gets. Smaller groups mean you can move faster—don’t let it drag.
• Keep the Energy Focused: If the conversation goes off track, gently bring it back to the main point.
• Follow Up Efficiently: With a small group, it’s easier to delegate and track outcomes. Always close with clear next steps and who’s doing what.

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When to Break the Rule

Not every meeting should be small. Situations where a larger group is necessary include:

• All-Hands Updates: When you need to align the whole company on key goals.
• Brainstorming Sessions: Diversity of thought can spark innovation—but use facilitation to stay focused.
• Cross-Department Collaboration: If decisions affect multiple teams, ensure key stakeholders are present.

The key is to be intentional. Don’t default to large meetings—use them only when the situation demands it.

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Smaller Meetings, Bigger Impact

Steve Jobs’ rule of keeping meetings small isn’t about exclusion—it’s about focus. By reducing the number of participants, you create a space for faster decisions, clearer communication, and greater accountability.

If your meetings feel bloated or unproductive, ask yourself: “Who really needs to be here?” Implementing this simple principle can transform your meetings from time-wasters into engines of progress.

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Want to Make Every Meeting Count?

For a deeper dive into proven strategies that turn meetings into productive, focused sessions, check out our full guide:
How to Run Meetings That Don’t Waste Time

From Jeff Bezos’ no-PowerPoint rule to Sheryl Sandberg’s role assignment strategy—this article unpacks five high-impact methods that help teams save time and get better results.

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Ready to streamline your meetings?

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Get yours today and take control of your meetings!

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