Tip
Only schedule a meeting when you know that asynchronous communication – shared docs, written updates, chat threads – is not sufficient.
Description
Most teams meet far more than they need to. The real problem isn’t that meetings exist — it’s that they’ve become the default solution to every communication need. Before you add another block to everyone’s calendar, pause and ask whether a meeting is truly the best fit.
If your goal is to share information, an email, shared document, or recorded video update is usually better. People can consume the content at their own pace, add comments, and revisit the details later. Atlassian notes that routine status updates and recurring check-ins are prime candidates to go asynchronous, freeing up time for deeper work. (Atlassian: Meetings That Should Always Be Async)
If your goal is to collect feedback or brainstorm, consider an asynchronous discussion thread or a collaborative document where ideas can build over time. These formats reduce meeting fatigue and allow more thoughtful input from quieter contributors.
To decide if a meeting is really needed, ask yourself these questions:
- Is a real-time decision required?
- Is this topic complex or emotionally charged?
- What won’t get done because of this meeting?
When you are not sure, go async. The fewer meetings you hold, the more meaningful — and effective — the ones that remain will become.