Published on August 8, 2022 • Updated on December 7, 2022 • About 8 min. read
Train and retain your team's top talent with this Ebook.
Sometimes, the most productive meeting is one that never happens. If you’ve ever felt burned out by too many meetings at work (and privately wondered why you were even invited to one of them in the first place), you’ll know what we’re talking about.
That said, meetings can be a great way to engage and collaborate with your team. So how do you tell the difference? Whether it’s a general announcement or a request for feedback, there are a few clear occasions when it’s better to send an email rather than asking your colleagues to take time out of their busy schedules to meet.
Before you hit send on that next meeting invite, look out for these 6 signs your meeting should have been an email (and follow our tips on how to make staff meetings more engaging).
Retain and train employees with better online meetings and workshops.
Here are six signs that your meeting should have been an email:
You have a concern that only involves one or two other people. You call a meeting to discuss it, and the next thing you know, half the company is in attendance.
When you call a meeting simply to ask a question, it can quickly get derailed and become unproductive. If you have a question that can be easily resolved by one or two people, send them an email or pick up the phone instead of scheduling a meeting.
"I have an announcement to make" is the death knell of any productive meeting. Especially when that announcement turns out to be a general update that could have been delivered by email.
Of course, some company announcements are important enough to be made in a face-to-face meeting - but only if you have the time to answer a load of follow-up questions.
If it's just a quick update, skip the meeting and save everyone's time. For more major announcements, schedule a meeting, but be prepared to take a Q&A at the end.
You're working on a presentation, design mockups, or data reports. You need some input from your team, but you don't want to wait a week for their feedback. So, you call a meeting.
When all you need is feedback, an email will do the trick. By cc'ing relevant team members on your email, you'll get the feedback you need without taking everyone out of the workflow for a formal meeting. You can even gather feedback asynchronously with a tool like BugHerd.
Pro tip: if you need to demo a new tool or process, try pre-recording a video while sharing your screen. You can send the video link by email to gather everyone’s feedback asynchronously.
When you find yourself in meetings that keep going over the same issues without progress being made, you get stuck in an unproductive loop. It’s a waste of time and just frustrates your colleagues.
Regular team meetings are fantastic for progress updates. But if there are no updates or progress since the last meeting, there's no need to rehash old material. You can update everyone via email on the current status and next steps.
"Meetings are a waste of time unless you're the one in charge."
In a recent report by Survey Monkey, 65% of professionals said that attendees and the person hosting the meeting are responsible for making a meeting productive.
If you’re the meeting host, you need to make sure that everyone walks away totally clear on the decision made and what the next steps are. That means having a clear objective and an agenda before the meeting begins.
But if you're rushing to put together a last-minute meeting, it's difficult to devise an agenda that everyone will find helpful. It's better to send an email that you can easily follow up on, rather than winging it in a meeting.
"I'm sorry I’m late, I’ve just come straight from another meeting." How many times have you said that lately?
Not only do constant meetings pull your team away from their work, but they’re likely to miss important decisions by constantly ducking out of meetings early to make it to the next one. When everyone’s calendars are already meeting-heavy, send an email instead.
Pro tip: avoid team burnout by encouraging people to take a “no calls” week once a quarter.
People tune out of meetings for a reason — they're often long, unproductive, and a waste of time. But when done right, a meeting is a great opportunity to collaborate with your team, get inspired, and boost morale.
We've compiled some actionable tips to make your meetings engaging, efficient, and worth attending.
Before you send out that meeting invite, work out whether it’s the best use of your team's time — especially if you have remote team members joining from different time zones, who may have to work late or early to attend.
Ask yourself questions like
If your meeting is a basic exchange of information, making the most of asynchronous internal communication software is the way to go.
There are a lot of ways to communicate asynchronously:
Email tools like Gmail and Outlook make sending a message to one person or group easy.
You can use an email to:
You can also use an email to make announcements, like sharing news about a company-wide initiative or changes to the company website, that don't require immediate action or discussion.
With video recording tools like Loom, you can record yourself giving instructions, presenting new ideas, or sharing your screen to show a colleague how to do something. For example, if you're onboarding a new team member, you can record a video explaining how your company uses its project management tool.
Or, if you need to give feedback on someone’s work, you can use a video to show what changes need to be made. Not only is this more efficient than scheduling a meeting, but it also gives the person receiving the feedback time to process it before responding.
Video recordings are:
Project management software like Notion, Clickup, or Miro can be used to track the progress of a task or project, as well as any associated deadlines, files, and conversations.
You can use project management software to:
This is a great way to keep everyone in the loop without having to schedule (and attend) a meeting. Plus, it provides a written record that can be referenced later if needed.
Scheduled messaging tools like Slack enable you to compose a message and set a time for it to be delivered. This is perfect for sending reminders or updates that don't require an immediate response.
You can schedule a message like:
This way, you can be sure that your message will be seen (and doesn't get lost in the shuffle of an always-full inbox)
Group meetings like brainstorming sessions have unique challenges. Preparation is key to a successful meeting, but you don’t want to risk boring your team to death. Here are a few ideas to get you started:
Everyone in your meeting is engaged and on track… until someone brings up an unrelated issue. Suddenly, the conversation is derailed and you're wondering "why did I even bother scheduling this meeting in the first place?"
Combat meeting sabotage by setting (and sticking to) an agenda. Whether you're brainstorming for the next webinar ideas, working on a new product, or hosting an all-hands meeting, it's important to have a clear agenda.
Here are a few tips for setting an agenda:
When you're putting together an agenda, consider who really needs to participate in each discussion point. There's nothing worse than sitting through a long, tedious meeting that doesn't concern you.
Before sending out invitations, ask yourself:
If the answer is "no" to any of these questions, leaving that person off the invite list might be best.
If your team has little or no free time between meetings, even the best meetings will feel like a drag. When scheduling your next meeting, ask yourself:
By carefully considering each meeting, you can free up time in your schedule and avoid Zoom fatigue or meeting burnout.
We've all been there — you're trying to remember what was discussed in a previous meeting or catch up on one you missed. But it took place a week ago and all the written notes are patchy.
Recording your meetings is very easy when your meetings happen virtually, but it can be done with in-person meetings too. Meeting recordings are valuable assets to your team because they can be watched again and again.
And if you're wondering how to get out of a meeting, the answer might be asking someone to record it for you. This way, you can watch it in your own time (and at 2x speed!).
Pro tip: before hitting "record," make sure everyone in the meeting is aware and gives consent to be recorded.
Even the most dynamic meeting is a complete waste of time if nobody understands what the next steps are.
When the meeting is over, take a few minutes to jot down what needs to happen before the next meeting. This could be anything from "send out a survey to attendees" to "follow up with John about X issue."
Then, send out a recap email with the next steps and assign deadlines. This will help ensure that everyone is on the same page and knows what needs to get done.
Retain and train employees with better online meetings and workshops.
Before you say, "let's set up a meeting," check whether there's a better way to handle the issue. Your internal communication strategy, including how you handle meetings, will have a big impact on your team's productivity.
And when an email just isn’t enough, you can host more productive and meaningful meetings when you use a video engagement platform like Livestorm. From live Q&As and polls to video recordings, Livestorm features will make your next meeting stand out.
A meeting can be an email if the purpose of the meeting is to update attendees on something, if there isn't a need for discussion or input, or does not require all attendees to contribute.
You should send a meeting invite instead of an email when you need input or discussion from attendees, want to collaborate on something as a team, or need to make immediate decisions.
Ask the host or organizer the purpose of the meeting and if you feel like it could have been an email, let them know. They might not have considered it and will appreciate your input.
To ask if a meeting can be an email, ask, "can we handle this via email instead of scheduling a meeting?" or "do you think a meeting is necessary for this?"
Meetings are better than emails because they provide an opportunity for discussion, collaboration, and immediate decisions.
To combat Zoom fatigue, you can schedule breaks during long meetings, move around every 20 minutes or so, turn off your video if you don't need it, and avoid back-to-back Zoom calls.