Too Many Meetings: This Could Have Been an Email

Meetings play a critical role in fostering collaboration and decision-making in the workplace. Yet, many professionals are left thinking, This meeting could have been an email. The prevalence of unnecessary meetings is frustrating employees and harming productivity. Too many meetings can also be counterproductive.

This blog dives deep into the impact of excessive meetings, why they waste time, and actionable steps to reduce them while improving communication and efficiency.

What the Asana Study Reveals About Too Many Meetings

The 2023 Global Anatomy of Work Index by Asana, an industry-leading work management platform, sheds light on the growing issue of too many meetings at work. Surveying over 9,600 professionals across multiple countries, the study found that time spent on coordination tasks, like meetings, often outweighs the hours allocated to actual work.

Key findings from the study include:

• Managers lose three and a half hours weekly to unnecessary meetings, while other workers lose nearly three hours.
• Managers are 30% more likely to miss deadlines than their colleagues due to unproductive meetings.
• Audio and video conferences consume more time than in-person meetings, particularly when compounded by the variety of applications needed, which disrupt workflows.

The takeaway? Unproductive meetings aren’t just an annoyance; they impede organisational efficiency and create missed deadlines, especially for those in leadership.

From Pointless Meetings to Asynchronous Collaboration

The solution to tackling too many meetings lies in moving towards asynchronous collaboration. This approach allows employees to work at their own pace without the need to coordinate schedules in real-time. Tools such as shared documents, pre-recorded updates, and email communication optimise productivity while minimising interruptions.

For instance, instead of gathering everyone into a single meeting to provide updates, leaders can share video messages or detailed briefings via project collaboration tools. This shift not only increases individual focus time but also reduces the mental fatigue associated with constant meetings.

Fewer Meetings, Clearer Goals

The same Asana study revealed that organisations with clearly defined goals report higher levels of satisfaction and productivity among their workforce. Conversely, teams stuck in useless meetings often fall into cycles of confusion, leading to missed objectives and employee frustration.

Simplifying communication by cutting down on meetings allows teams to focus on their initiatives without the endless cycle of coordination. When employees have a clear understanding of their goals, they’re better equipped to deliver their best work. Nearly 90% of employees with clearly outlined targets foresee long-term tenure at their workplace, compared to those who lack such clarity.

How We Reduce Meetings at Cloudworks

At Cloudworks, we’ve implemented structured communication practices across our teams to limit the overuse of meetings. By encouraging clarity and concise communication, we’ve improved the way we handle both essential and non-essential interactions.

For necessary meetings, we adhere to this 5-point agenda structure:

1. Outline the topics to be discussed.
2. Allocate time for each segment of the meeting.
3. Monitor the discussion to avoid overruns.
4. Conclude the session with a concise summary of decisions.
5. Share a clear Call to Action so everyone knows their next steps.

These techniques ensure all meetings are purposeful and productive while leaving room for individual work.

How to Avoid Unnecessary Meetings Practical Tips

If the idea of drastically reducing meetings feels overwhelming, you’re not alone. Here’s how you can start tackling the problem:

Cancel the Useless Meetings

Not every conversation needs a meeting. Before sending out that invitation, consider whether the information could be shared through an email or a document. Ask yourself if the issue is simple enough to resolve with a quick 10-minute call or a standalone update. By evaluating the purpose and necessity, you can cut down on unnecessary meetings.

Block No-Meeting Days to Boost Productivity

Protecting employees’ focus is key to improving output. Set aside designated no-meeting days, whether it’s once a week, fortnightly, or tailored to your team’s needs. These days allow staff to work uninterrupted, encouraging deep focus on their priorities.

Set a Fixed Duration to Avoid Unproductive Meetings

While some topics may require full-hour discussions, others can be covered in 15 minutes or less. Plan meeting durations strategically, allocating enough time per topic while avoiding unnecessary lingering. This practice ensures the meeting concludes on time and covers all core points.

Schedule Quick Stand-Ups Instead of Too Many Meetings

Replace long, frequent meetings with short “stand-up” sessions. These quick, informal check-ins (often done standing to keep them brief) help teams stay aligned without monopolising their day. They’re especially useful for fast-paced projects requiring regular touchpoints.

Appoint a Note-Taker to Maximise Meeting Efficiency

Assigning someone to take notes helps maintain a clear record of what was discussed, allowing participants to focus on the discussion rather than taking individual notes. Afterwards, the notes can be shared via email to keep everyone informed, including team members who couldn’t attend.

Final Thoughts on Unnecessary Meetings in the Workplace

The growing sentiment that this meeting could have been an email highlights a broad workplace challenge. To overcome it, organisations need to rethink how they approach communication and collaboration.

By reducing unnecessary meetings, transitioning towards asynchronous collaboration, and implementing structured, intentional practices, teams can reclaim lost time, improve overall productivity, and foster a happier, more engaged workforce.

Take inspiration from industry leaders like Cloudworks, who excel in creating organised and productive work environments. To discover how you can optimise one-on-one sessions or organise hybrid setups, explore their expertly designed meeting rooms.

If you’re ready to take your productivity to the next level, check out more tips on productive meetings. Change the way you meet today!