How to know when a meeting should be an email (and vice versa)

Whether held remotely or in-person, work meetings can eat away part of your day, and stifle your productivity. And afterward, disgruntled and annoyed, you might tell your co-worker what everyone else is thinking: this meeting could have been an email. Create work meetings when its necessary and avoiding wasting valuable work time. Determine when a meeting should be an email (and vice versa).

When should you schedule a meeting?

Time is a precious commodity in the workplace. If you have weekly deliverables or assignments, back-to-back meetings can not only take up time, but also productivity as well. Cutting back meetings can help reduce fatigue and help maximize efficiency. Outside of time management and productivity, a meeting may not always be the most effective method of communication. Here are some instances where a meeting might be necessary:

Complex discussions

If you need a direct dialogue between co-workers or clients, a meeting is your best bet. Clarifying complicated issues, finding a resolution, or addressing a sensitive issue are all great reasons to conduct a meeting. You can hear everyone’s point of view, body language, and tone so all communication is clear. When you need to schedule a meeting, you can use Microsoft Outlook to confirm everyone is available during the requested time.

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Collaboration and brainstorming

Meetings are ideal for fostering creativity and collaboration. When you need to brainstorm ideas, share insights, or encourage teamwork, a meeting is perfect. Exercise discernment when a task or assignment should be completed collaboratively. Diverse input may complicate a simple task and derail its progress.

Immediate feedback

If you need immediate feedback, it’ll take time to get a response from an email. Set up a meeting for real-time interaction for matters that need immediate attention.

Strengthen employee camaraderie

Face-to-face connection helps develop the human aspect of collaboration. So, if you’re going to host a meeting, an in-person one may be more effective for collaboration and building work relationships. If your goal is to strengthen work relationships, you can also plan out a fun outing with your coworkers to dinner, a bar, or another activity that everyone is on board for.

When should you send an email?

Here are examples of when you should send an email instead of hosting a meeting:

Sharing information

When the primary purpose is to share information, updates, or reports, an email is usually sufficient. This allows recipients to absorb the details at their own pace. Giving recipients flexibility to read information can help them digest information thoroughly. That way, you aren’t getting blank stares from coworkers and employees during an information-dense meeting.

Status updates

Routine status updates or progress reports can be efficiently communicated through emails. This approach reduces the need for frequent, time-consuming meetings.

Non-essential discussions

If the discussion doesn’t directly impact the workflow or can be handled through asynchronous communication, opt for an email. Avoid wasting time on meetings that don’t add significant value.

Meetings can be dull, take up time, and can be an ineffective form of communicating work needs. Evaluate whether information or issues should be addressed in a meeting or via email by following these tips. Learn more organization tips to efficiently manage your time during the workday.