What I've noticed is that people don't seem to have the attention span to read the document or memo I wrote, and the meeting is so they can get the TL;DR.
The Amazon Way used to be for you to send out a memo so that people would be productive at a meeting, and cancel the meeting on the spot if more than a third hadn’t read it or read enough of it.
Read the book The Mythical Man Month, then work at a big company, and then you'll appreciate the challenges of organizing five different teams to accomplish a large and complex task.