5 Signs Your Meeting Should Have been an Email

You’ve sent the invitation, got everyone to rearrange your day, they join the meeting and then minutes in you have lost their attention as they are all sat there thinking “why this couldn’t have been a two-minute email?”

Before you send your next calendar invite, ask yourself whether an email would do the job instead.

Here are five tell-tale signs that your meeting should have been an email.

1. You’re Only Sharing Information
Ask yourself: Does anyone actually need to discuss this, or do they just need to know it?

If you are simply updating people on progress, announce a change, or communicate information that does not need a discussion then an email is usually the better choice.

Emails allow recipients to read the information when it suits them, refer back to it later, and avoid interrupting their workflow.

2. There’s No Decision to Make
Ask yourself: Do you need anyone’s approval to move to the next stage?

Great meetings exist to solve problems, make decisions, or collaborate.

If everyone is simply listening a meeting is not really needed.

Instead, send a concise email or voice message with the relevant details and invite questions if needed.

3. No Identifiable Agenda
Ask yourself: What is the purpose of this meeting?

A vague agenda like “Quick catch-up” or “General update” is often a warning sign.

Would a quick phone call or a chat during a coffee break be a better bet?

4. You’re Inviting People “Just in Case”
Ask yourself: Does everyone need to be there?

Meetings that have a large attendance but with a very specific agenda that involves only a few of the attendees actively taking part often take place with people invited because someone thinks they might need to hear the conversation.

Do all the non-active attendees need to sit through it all or would a summary email / set of minutes suffice?

5. Everyone Can Respond Individually Without Discussion
Ask yourself: Are you just collating answers?

If your questions can be answered individually without everyone hearing each other’s responses, email wins every time.

So if you are trying to pin down a date for the next meeting or next social outing why not just send an email or use an app like Doodle Poll to find out when people are free.

Meetings aren’t the enemy—unnecessary meetings are.

Before scheduling your next meeting, ask one simple question:

Could this be communicated just as effectively in an email?

If the answer is yes, your colleagues will probably thank you for hitting “Send” instead of “Schedule.”