The Secret Sauce to Great Meetings - Invite the Right People

Ever been in a meeting that felt like a party where no one wanted to dance? Or worse, a party where too many people showed up, and there wasn’t enough cake to go around? Meetings can often feel like that: overcrowded with people who don’t need to be there, or missing the very people whose input you need most.

Here’s the secret sauce to running truly effective meetings: Invite the Right People.

While it sounds simple, this is one of the most overlooked aspects of meeting management. If you’ve ever found yourself in a room (or on Zoom) thinking, "Why am I here?"—or worse, "Why are they here?"—you know exactly what I’m talking about.

Let’s dive into this method of inviting the right people, ensuring that every attendee has a purpose, every minute counts, and you actually accomplish what you set out to do (with metaphorical cake for everyone).

Too Many Cooks in the Kitchen

Imagine you’re throwing a dinner party. You’ve invited everyone you know because you want to impress. But when they arrive, the kitchen is crowded, no one knows where to sit, and the chef (you) can’t move around to finish cooking. By the end of the night, no one has eaten, and the soufflé has collapsed.

This is exactly what happens when you invite too many people to a meeting. It becomes chaotic, unfocused, and inefficient. Too many voices, opinions, and interruptions make it hard to make decisions—or worse, decisions don’t get made at all.

The key is not just about keeping the numbers small—it’s about ensuring the people in the room are the right mix of voices. Let’s explore how.

Who’s in the Room Matters—A Lot

Not every meeting needs a crowd, but every meeting does need the right crowd. The success of a meeting often hinges on having the right people who can:

• Make decisions (because if no one has decision-making power, you’re just talking in circles).

• Contribute key information (without the right expertise, discussions become vague and unfocused).

• Take action after the meeting (because what’s the point of a meeting if nothing happens afterward?).

  
  

Think of it like casting a movie. You wouldn’t want to film Ocean’s Eleven with twelve actors all playing George Clooney’s role, right? You need different characters who each bring something unique to the plot. That’s how you should think about meetings. You don’t need twelve Georges. You need a mix of skill sets, decision-makers, and doers.

Consider Who Has High Interest or High Impact

Here’s a simple way to decide who gets an invite and who doesn’t: focus on those with high interest or high impact, or better yet, both.

• High Interest: These are the people who care deeply about the outcome of the meeting, and their input can drive important discussions. Without their engagement, you risk making decisions that aren’t fully informed.

• High Impact: These attendees have the power to make decisions or significantly affect the results. Even if they aren’t personally invested in every detail of the discussion, their ability to influence the outcome makes their presence essential.

  
  

Ideally, your meeting should have a mix of both. But the key is making sure you don’t overload your invite list with those who have neither. Keep your guest list tight, ensuring that every attendee brings value to the table.

Let the Right People In—But Keep It Cozy

Amazon famously uses the “Two Pizza Rule”: if you can’t feed your meeting group with two pizzas, there are too many people in the room. It’s a simple but brilliant metaphor. Too many people equal too many opinions, distractions, and wasted time.

Before your next meeting, ask yourself: “Could we all share two pizzas and still be full?” If not, start trimming the list. Smaller, more intimate meetings foster deeper conversations, faster decisions, and better outcomes. You won’t have to wade through opinions from people who don’t need to be there. Instead, you’ll have exactly the right voices in the room.

When You Need More Voices, but Not More Bodies

Sometimes, you might think, "But what if they need to know what’s going on, even if they don’t need to be there?" Great question! Just because someone needs to be informed doesn’t mean they need to attend the meeting.

For those who need to stay in the loop but don’t have to be part of the decision-making process, consider sharing meeting notes or summaries afterward. This way, they stay informed without bogging down the meeting. It’s a win-win—you keep the meeting lean and focused while maintaining transparency.

The Power of the Perfect Guest List

When you get the guest list right, meetings stop feeling like a drag and start becoming powerful tools for progress. Decisions get made faster, discussions stay focused, and everyone leaves knowing exactly what they need to do next.

So, the next time you’re planning a meeting, think like a party host. You don’t need to invite everyone, just the right people. Craft your VIP list carefully, and your meetings will be more productive, efficient, and—dare we say—more fun.

Keep It Cozy, Keep It Focused

The key to effective meetings is simple: less is more when it comes to the guest list. By focusing on who truly needs to be in the room, you can keep the conversation sharp and the results meaningful. Trust yourself to run a tight ship, and soon your meetings will stop feeling like overcrowded parties and start feeling like exclusive, productive gatherings.

Now, go forth and trim those invite lists like a pro. Your future, pizza-sized meetings will thank