• Chris Williams, former vice president of human resources at Microsoft, created an easy way to plan meetings.
• Participants are ranked from level five to one according to their importance.
• Williams said level one participants give nothing and take even less.

In over 40 years of executive experience, I’ve been in far too many meetings. Even like VP of HR at Microsoftthere were overcrowded meetings I should have avoided. Meeting bloat feels inevitable until you realize that most people shouldn’t have been invited.

I learned an easy way to tell if you should be in the room. This strategy is useful afterwards to see if the meeting was worth your time, and maybe make future meetings better. It’s called “Rang the Room.”

There are five levels of involvement in a meeting: from the most important, level five, to the least important, level one. Ideally, a good encounter would be full of level fours and fives, with a few threes for perspective. The others shouldn’t be there.

Here’s a look at the levels.

At the top, on level five, is the meeting organizer

They called the meeting to solve a problem, explore a problem and create some results. They drive the discussion and drive the outcome. They are at the top because without them there would be no meeting.

After the meetinglevel five should rate it. Was it a good discussion? Did they lead and make sure everyone participated well? Did it last exactly as long as it needed to? Was there a clear and distinct outcome? Does everyone know their role in the next steps?

Level four people are directly affected

These are the people who are directly affected by the outcome of the meeting. They are expected to be active participants and have a stake in what happens next. The results of this meeting will change what I do. It must be there, no doubt.

After that, if you were level four, you should have been the center of discussion. You spoke? Have you been an effective advocate for your interests? Have you listened well to others and worked towards progress? Or have you sowed conflict? Worse, did you just let the meeting happen around you?

Level three people add value

They have insight or experience with the problem. Third level people offer a perspective that might be missed. I rarely speak, only when I can include something that changes the conversation. Even if they are not directly affected by the outcome, they it certainly adds value.

At level three, you have to be brutal with yourself after the date. Did you contribute significantly to the meeting? You talked too muchor not at all? Were your contributions really heard? If you were the meeting organizer, would you add yourself to the subsequent meeting?

Level two people observe and learn

These participants are there to observe and sometimes to learn. Often little more than stenographers, they don’t need to be there. Seen but never heard, their absence would not change the outcome of the meeting.

If you have entered level two, be very clear with yourself. What exactly did you learn? from that meeting? How did being there help the meeting? Or did it just help you? If the latter, you would really only be one. And you shouldn’t have been there.

Finally, at the bottom are the first level people

They’re there because they want to be, or because someone feels compelled to include them for some vague reason. They give nothing and take even less. They are often the reason the meeting is larger and takes longer than necessary.

If you entered – or exited – as one, your presence was a mistake. probably you you should have skipped it.

Know when you shouldn’t be on a date

Participation in level three should be optional and even special. Think carefully about whether you really have an insight or perspective that could change the outcome. Be honest and walk away if you don’t.

Don’t develop a reputation for being clingy, someone who is always there.

If you spend most of your time as a level three in encounters, Admit it, you’re only level two who occasionally says something witty. Reserve your wisdom for times when it is useful and valuable.

If you are going to be two or less, refuse. You will save time and your health. You will not be missed. No one is keeping track of how many times they’ve seen you this week.

Plan a good date

Every meeting should have a clear agenda and include exactly the right people in the room. No more, no less.

As an organizer, your job is to decide what the meeting is about — exactly what you want to achieve. Categorizing attendees is a great way to decide who needs to be there.

Some of the four will insist on bringing some three together. You might think of three that would be nice to have, but try to resist. Remember, it’s your date. All three and below need not be there.

Control meeting bloat by classifying the room in advance. Do that and you win the dating game. Everyone will thank you.

Chris Williams is a former VP of HR at Microsoft. He is an executive-level advisor and consultant with over 40 years of experience in leading and building teams.