Ever noticed how a task that should take 30 minutes somehow expands into an hour when given the time? Or how deadlines magically boost productivity? That’s the Shrinking Theory in action—the idea that when time is limited, focus sharpens, decisions speed up, and productivity increases.
Nowhere is this more relevant than in meetings. Most meetings run longer than necessary, filled with unnecessary discussions, tangents, and delays. But by intentionally shrinking meeting time, you can drive sharper focus, better engagement, and faster decision-making.
Here’s how it works and how to apply it.
What Is the Shrinking Theory?
The Shrinking Theory is based on Parkinson’s Law, which states that work expands to fill the time available for its completion.
📌 Example:
- If you have two hours to complete a report, you’ll likely take the full two hours.
- If you have 30 minutes, you’ll find a way to get it done faster—by prioritizing, cutting fluff, and working with laser focus.
This principle applies to everything from daily tasks to meetings. When meetings are scheduled for an hour, they tend to stretch the full 60 minutes—even if real decisions only take 20 minutes.
By intentionally reducing time, meetings become more efficient. People:
✅ Get to the point faster
✅ Focus on key decisions
✅ Avoid unnecessary repetition
✅ Leave with clear action items
Why Long Meetings Kill Productivity
Meetings are essential, but when they’re too long, they cause more harm than good. Common issues include:
❌ Loss of Focus: Attendees disengage when meetings drag on.
❌ Unnecessary Discussions: Extra time invites off-topic conversations.
❌ Delayed Decisions: More time often leads to overthinking rather than action.
❌ Lower Productivity: Extended meetings mean less time for actual work.
The result? More follow-ups, slower execution, and wasted hours.
Applying the Shrinking Theory to Meetings
If you want faster, more effective meetings, start by shrinking them.
1. Cut Meeting Time in Half
Instead of defaulting to 60-minute meetings, try 30 minutes. If you usually book 30 minutes, see if you can do it in 15 minutes.
💡 Example:
- Google’s stand-up meetings last only 15 minutes, forcing teams to get straight to the point.
- Warren Buffett’s approach: “Take five minutes to define the meeting’s top objectives”
2. Set a Hard Stop (And Stick to It)
Most meetings run long because we allow them to. Instead, set a firm end time and hold everyone accountable.
🔹 Tip: Use a visible countdown timer to create urgency and stay on track.
3. Start With the Most Important Decision
Instead of status updates or minor discussions, begin with the biggest issue. This ensures key decisions aren’t rushed at the end.
4. Send an Agenda in Advance
Shorter meetings require better preparation. Send a clear, structured agenda beforehand so attendees come prepared.
🔹 Example Agenda:
- Key decision to be made
- Relevant data or updates
- Actionable next steps
5. Ban the “Let’s Discuss This Next Time” Habit
Meetings should drive action, not delay it. Instead of “Let’s circle back on this next time,” ask:
✅ What decision can we make now?
✅ What’s the next immediate action?
6. Assign Action Items Before Ending
The last few minutes should always be spent on:
- Summarizing key takeaways
- Assigning next steps
- Setting deadlines for follow-ups
This ensures meetings end with clear direction, not just discussion.
The Psychology Behind Shrinking Time
🔹 Time Pressure = Sharper Focus
Shorter deadlines force quick thinking and prioritization.
🔹 Less Time = Less Overthinking
Limited time prevents endless debate and perfectionism.
🔹 Tighter Meetings = More Engagement
Short, action-packed meetings keep energy levels high.
By shrinking time, you’re not just saving hours—you’re increasing clarity, efficiency, and decision-making speed.
Final Thought: Shrink Your Meetings, Boost Your Results
If your meetings feel long and unproductive, it’s time to shrink them. Less time = more focus, clearer discussions, and faster decisions.
Next time you schedule a meeting, challenge yourself: Can we do this in half the time?
Ready to Rethink How You Run Meetings?
Explore our full guide:
Optimizing Meetings with 5 Proven Productivity Techniques
From preparation to follow-through, this article walks you through 5 evidence-based techniques to transform how your team collaborates and decides.
👉 Want to streamline your meetings? Check out our newly added Meeting Minutes Template in our Etsy shop. Designed to help you capture key decisions, assign tasks, and keep teams aligned, this template is the perfect tool to implement Bezos’ productivity principles.
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