Should this be a meeting?

Frequently asked questions about meeting necessity

How do you know if something should be a meeting?

A topic should be a meeting when it requires real-time back-and-forth discussion, involves a decision that needs group consensus, has more than two active participants, and cannot be resolved asynchronously. If any of these conditions are missing, an email, Slack message, or recorded Loom video is almost always faster and more respectful of people's time.

What percentage of meetings are unnecessary?

Research shows that 67% of meetings are considered unproductive by attendees (Atlassian / Harvard Business Review). The average professional spends 31 hours per month in unproductive meetings, costing US organizations an estimated $37 billion per year (Atlassian).

When should you send an email instead of having a meeting?

Send an email instead of a meeting when you are sharing an update or announcement, the topic only requires a simple yes/no decision, not everyone needs to respond at the same time, or the information can be absorbed individually at each person's own pace. Email is also better when you need a written, searchable record.

What is the "should this be a meeting" decision framework?

The core framework asks five questions: (1) Does this require real-time collaboration? (2) How many people need to actively participate? (3) Is a group decision needed right now? (4) Can this be handled asynchronously? (5) Would people ignore or miss urgency in a written message? If most answers point away from a live meeting, choose async alternatives like email, Slack, or a Loom video.

How can I reduce unnecessary meetings at work?

Use a decision tool to evaluate each meeting request; default to async-first communication (email, Slack, Loom); require an agenda before scheduling; block no-meeting focus time; and use AI meeting notes so when meetings are truly necessary, no one attends purely to take notes.