In today’s workplace, meetings are often seen as a natural tool for collaborating, exchanging ideas and solving problems. But despite good intentions, meetings can be the very thing that stifles creativity.
Many have experienced how an idea that seemed brilliant in the morning loses all its brilliance after a two-hour meeting. Why does this happen? And how can we make meetings a catalyst for innovation instead of a brake on creativity?
Let’s go through some of the biggest problems – and how we can solve them.
Lack of time kills deeper thoughts
Meetings are often framed by fixed time blocks, which creates an inherent stress of having to do a lot in a short time. Creative processes, on the other hand, require time for exploration, iteration and reflection.
Imagine trying to come up with a new business idea but only have ten minutes – the likelihood is high that you will reuse old ideas instead of thinking new ones. Creativity needs space to mature, which is difficult in a meeting where time is limited.
Solution: Schedule longer windows of time for creative discussions, where participants don’t have to feel pressured to deliver quick answers.
The risk of peer pressure and consensus
When we’re in a group environment, we tend to conform to the prevailing mindset. This phenomenon, known as “groupthink,” means that people start to agree with each other rather than challenge existing ideas.
A classic example is companies that fail to adapt to change because no one dares to speak out against management. Creativity requires us to dare to think differently—but if the group prizes consensus, the best ideas can be lost.
Solution: Actively encourage different perspectives. Let participants first write down their thoughts individually before the discussion begins. Another method is to give someone the role of “devil’s advocate” to challenge ideas.
The loud ones control the conversation
In most meetings, a few people dominate the conversation, while others barely get a word in edgewise. Those who are more verbal and confident take the lead, while those who are more thoughtful or introverted become silent listeners.
The problem is that the best ideas don’t always come from the person who talks the most. Quiet people can have brilliant insights, but if they aren’t given the right forum to express themselves, they are often lost.
Solution: Use techniques like “teamwork” where everyone gets a chance to speak, or digital collaboration tools where you can also contribute in writing.
No time for reflection
Many of history’s most groundbreaking ideas have been born from periods of deep reflection. Nobel laureate Daniel Kahneman describes how we have two types of thinking: fast and intuitive thinking, and slow and analytical thinking. Creative ideas sometimes require the slower, more considered way of thinking.
But meetings are characterized by fast discussions, where we are expected to come up with direct answers. This means that we tend to go for the first best idea instead of letting our brain process the problem more deeply.
Solution: Plan quiet breaks in meetings where participants have time to reflect. Let them write down their thoughts before the discussion continues.
Cognitive overload
When a meeting covers many different topics at once, it becomes difficult to stay focused. Our brains can only handle a certain amount of information before it becomes overwhelmed, leading to a loss of energy and engagement.
This is especially problematic in creative processes, where we need to be mentally present and able to make connections between ideas.
Solution: Divide the meeting into clear themes and focus on one thing at a time. If it is a long meeting, make sure there are short breaks to recover.
Lack of preparation
If participants come to a meeting unprepared, it will be difficult to have a meaningful discussion. Creative processes work best when people have had time to think about the problem in advance.
Solution: Send out questions and background information well in advance of the meeting, so participants can come prepared.
Meetings end too quickly
When a meeting is coming to an end, it’s often a rush to summarize and reach a conclusion before the next meeting. The problem is that creative ideas often need time to develop.
Think about how Pixar works with their films – they allow ideas to mature for a long time before moving on to production.
Solution: Create a process where ideas can continue to develop after the meeting, for example through digital platforms or follow-up discussions.
Focus on immediate solutions
Many meetings are about solving acute problems, which means that long-term innovation is overshadowed. But the most groundbreaking ideas often require a broader perspective.
Solution: Set aside specific meetings solely for creative thinking and long-term visions, where there is no pressure to find quick solutions.
A lack of creative environments
Traditional conference rooms with fluorescent lighting and white walls are rarely inspiring environments for creative thinking. Research shows that our surroundings influence the way we think – that’s why it’s important to create an environment that stimulates creativity.
Solution: Hold meetings in unexpected settings, like a park, a café or a creative coworking space. Replace PowerPoint presentations with whiteboards and post-it notes to make the meeting more dynamic.
Checklist: How to create creative meetings
Allow time for reflection – Let participants think for themselves before the discussion begins.
Create safety – Make sure everyone dares to share their ideas without fear of being criticized.
Encourage different perspectives – Let someone question the ideas to avoid groupthink.
Reduce hierarchies – Give everyone equal influence, regardless of their role in the organization.
Focus on one thing at a time – Avoid discussing too many topics at once.
Choose the right environment – Hold the meeting in an inspiring environment.
Follow up on ideas – Let creative ideas live on after the meeting.
Create alternative formats – Try walk-in meetings, digital workshops or anonymous idea generation.
Meetings don’t have to be creativity killers – but they do need to be thoughtfully designed to become a place where innovation thrives. The next time you book a meeting, think about this: Is this really the best format for this meeting?
