Nothing spoils the soup like too many cooks.
Alright, that was corny. Still. You have to admit that having too many people involved in something, anything, will slow down whatever that thing is.
For meetings, that's too many people invited. Nothing kills a productive discussion quite like having 12 people on a call where only three actually need to make decisions. But there they all are. Invited "just in case."
In case what?
In case someone asks about the budget or the timeline or how it impacts that other thing only they know about.
The "Just-in-case" brigade.
I have nothing against any of them. I'm sure I could have a beer and talk about the economy with them. But in a meeting where you want to make a decision and move on, human furniture isn't what you need. I see them occasionally unmute to say "sounds good" - I've done that myself! Or they ask questions that derail the conversation for everyone who actually came prepared - I haven't done that.
The "Just-in-case" brigade rarely contributes the expertise they were supposedly brought in for. Meanwhile, the people who should be talking spend half their energy managing an audience instead of solving problems.
For people who process information differently or use assistive technology, these bloated meetings become even more challenging. Imagine having to follow multiple voices and having to track who's speaking while staying engaged. It's exhausting when half the participants are essentially spectators.
Here's my advice.
Before inviting anyone, use the "contributor vs. informed" test. Anyone who won't actively shape decisions or provide essential input gets the meeting notes instead of the invite. If they need context later, they can always ask specific questions via email.
If you already made the mistake to invite them, or they "just showed up" (hey, it happens more than you think!), start the meeting by clearly stating who the decision-makers are and what role everyone else plays. Something like: "Sarah and Tom will be making the final call today, everyone else is here for input on topic X specifically." This sets boundaries without being rude. It also gives them a chance to drop off the call if they feel like they won't contribute.
If they stay and still sidetrack the meeting, create a "parking lot" for off-topic questions they raise. Acknowledge their input with "let's capture that for follow-up" and move on. Address these items after the meeting or in separate conversations. The worst thing you can do is let them hijack the agenda for everyone else.
Smaller meetings aren't exclusive. They're effective.