We’ve all been there. You join a Zoom call with four other people to “align,” only to realize... you’re actually meeting to plan another meeting. Or worse—recapping the last one that already happened. Somewhere, deep in your soul, a calendar cries.

Welcome to the endless loop of meeting purgatory.

If your schedule is booked solid but you’re still wondering when actual work is supposed to get done, this guide is for you.

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Step 1: Identify the Red Flags

Not all meetings are bad. But some are aggressively pointless. Here’s how to spot the time-wasters:

• There’s no agenda (and no one knows why you're all there)
• It's scheduled for 60 minutes and could easily be 15
• It ends with, “Let’s circle back next week”
• You leave with more confusion than clarity
• Your assistant is the only one taking notes... again

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Step 2: Ask the Magic Question

Before you accept or schedule a meeting, ask:
“What is the purpose of this meeting, and what outcome do we need?”

If no one has a clear answer, guess what?
It’s not a meeting—it’s a calendar block disguised as productivity.

At MPG, our assistants are trained to protect your time like it’s gold. They’ll help you screen requests, push for agendas, and suggest alternatives (like async updates or shared docs) when a full meeting isn’t necessary.

Step 3: Turn Your EA Into a Meeting Bouncer

Your executive assistant isn’t just there to take notes. They’re your gatekeeper.

Here’s how MPG EAs help you take back your time:

• Decline or reschedule low-priority meetings
• Prep you with key info and talking points beforehand
• Join meetings for you and summarize the outcome
• Track action items so things actually get done afterward
• Politely push back on “just a quick syncs” that aren’t essential

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Step 4: Default to Async

Hot take: Most meetings are just people narrating what they’ve already typed in Slack.
Instead, try:

• A shared Google Doc with comments
• A 3-minute Loom video update
• A task board in Notion or Asana
• A well-crafted email (yes, they still exist)

Your EA can organize and manage all of this—keeping communication flowing without eating up your calendar.

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Step 5: Reclaim the Power of No

Not every invite deserves your “Yes.”
You are allowed to decline. You are allowed to delegate.
And you are definitely allowed to say, “Can we handle this asynchronously?”

You don’t need to attend every meeting. You just need the right people in the right ones—with the right prep and follow-through.

(That’s where MPG comes in.)

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Stop Surviving. Start Delegating.

If meetings are running your life instead of moving your business forward, it’s time for backup.

We’ll match you with a top-tier assistant who knows how to tame the calendar chaos, protect your priorities, and keep meetings meaningful.