Think Twice: Is Your Meeting Really Necessary?

Think Twice: Is Your Meeting Really Necessary?

Khanan Grauer
Jan 11, 2023

Online meetings have become a routine part of our daily work lives, especially now that remote work has become more prevalent. But let's face it, some meetings can be a massive waste of time, leaving you with less time to focus on your critical tasks. You just hang up feeling exhausted and drained.

Online meetings have become a routine part of our daily work lives, especially now that remote work has become more prevalent. But let's face it, some meetings can be a massive waste of time, leaving you with less time to focus on your critical tasks. You just hang up feeling exhausted and drained.

The Benefits of Saying 'No' to Unnecessary Meetings

We all know the feeling of being overbooked with meetings, especially now that most of us are working remotely. But what if we told you that you could reclaim your time and schedule by saying "no" to unnecessary meetings? By cutting down on unnecessary meetings, you’ll flourish, and here’s why:

  • Time saver: It's no secret that meetings can be a huge time-suck. By cutting back on unnecessary ones, you'll have more time to focus on actual work that needs to get done. Plus, you'll feel less stressed and more productive overall.
  • Improved focus: Constant meetings can be distracting, especially when they're not essential. Saying "no" to unnecessary calls can help you stay focused on your work and avoid unnecessary interruptions.
  • Reduced stress: Meetings can be stressful, especially when they’re unnecessary. Instead of sitting there and wondering ‘’What am I doing here?’’, you can just decline the meeting altogether and work on your priority tasks.
  • Control over your own schedule: Let's face it, no one likes to be in a meeting that feels like a waste of time. By declining unnecessary meetings, you'll have more control over your schedule and be able to prioritize the work that matters most to you. This can lead to increased job satisfaction and a better work-life balance.

Remember, saying "no" to useless meetings doesn't mean you're not a team player or that you don't value collaboration. It simply means you value your time and want to use it as effectively as possible. So next time you're considering accepting a meeting invite, think twice.

How to Determine If a Meeting Is a Waste of Time

Before you click ‘’yes’’ on your meeting invitation, take a moment to think if you really need to be there or if it will only disrupt your workflow. Here are the key things to consider before accepting the invite:

  • Purpose: If there's no clear purpose or agenda, the meeting is likely to be a waste of time.
  • Attendees: If there are too many people, the meeting is likely to be less productive, with everyone talking over each other or feeling too intimidated to speak up.
  • Duration: If it's scheduled for longer than necessary, it's probably going to be a time-waster.
  • Desired outcome: If there's no clear outcome or action items, the meeting may not be necessary.
  • Alternatives: Is there an alternative way to achieve the same outcome? For example, could a quick email or an asynchronous video message achieve the same result?
  • Preparation: If you're not prepared, the meeting may not be effective, and you may end up wasting time.

Remember, just because you're invited to a meeting doesn't mean you have to attend. By asking these questions, you can determine if the meeting is necessary and if there are alternative ways to achieve the same result.

And if you decide to decline the invitation, suggest an alternative method of communication, like recording an asynchronous video, to keep the lines of communication open without wasting anyone's time.

The 5 Questions to Ask Before Scheduling Your Next Meeting

If you’re the one scheduling the meeting for your team, you don’t want to be known as the person who sends invites for pointless calls. So, you need to think before you invite and decide whether creating that call is unavoidable. Here are a few questions to ask yourself before clicking "invite":

  1. What's the goal of the meeting? Clearly define the objective of the meeting and ensure that it aligns with your team's priorities. If you can't define the goal of the meeting, then it's probably not necessary.
  2. Who needs to attend the meeting? Invite only those who need to be there. If someone can contribute to the meeting in a meaningful way, then invite them. If not, then leave them off the invitation.
  3. How long will the meeting take? Be realistic about the time needed to achieve the meeting's goal. If it's a quick check-in, then keep it short and sweet. If it's a brainstorming session, then make sure you allocate enough time to cover everything.
  4. Can this be done asynchronously? Consider whether the meeting can be replaced by an asynchronous video. If the goal is to update everyone on a project's progress, then recording a video may be a more efficient way to communicate.
  5. What's the follow-up plan? Ensure that everyone leaves the meeting with a clear understanding of the next steps and their role in achieving them. If there's no follow-up plan, then the meeting may not be necessary.

By asking these five questions, you can ensure that your meeting is productive and valuable for everyone involved. And, if you find that the meeting isn't a must, you can replace it with an asynchronous video. Your team will thank you for respecting their time and keeping their schedules manageable.

The Meeting Audit: Assess the Effectiveness of Your Meetings

By conducting a meeting audit, you can identify areas where improvements can be made and adjust your approach for future meetings. This can also help you determine which type of meeting isn’t helpful and just takes up space in people’s calendars.

For example, if your brainstorming meetings turn into chaos and don’t result in any valuable ideas, it might be time to think of a more productive approach.

Here are some guidelines you can follow:

  • Did you achieve the desired outcome? If not, was there a better way to achieve the goal?
  • Review the agenda: Did you follow the agenda, or did the discussion veer off track? Did you cover all the necessary topics, or did you miss anything important?
  • Assess participation: Did everyone contribute to the discussion, or did some people dominate the conversation? Did you allow for different perspectives, or was there a groupthink mentality?
  • Determine actionable steps: Did you establish clear action items and next steps? Were they recorded and communicated to everyone?
  • Solicit feedback: Ask for feedback from participants. What did they think of the meeting? Was it useful, or was their time wasted? What could have been done better?

The Meeting Could’ve Been an Async Video

Once you’ve answered all the questions above, you should have a good idea of which meetings are just filling up employees’ calendars without any reason. But what do you do when your thoughts, questions or ideas can’t be sent via email? The written format just isn’t good enough sometimes. Well, no worries – you can record an async video!

Asynchronous communication allows you to record a video for your coworkers where you can share your screen AND record your voice and face at the same time. You can share your presentation with your team and make it human and personal without scheduling a long and disruptive meeting.

Record the video, send it to your coworkers, and they can watch it when their schedule allows and get back to you with feedback. It’s a win-win situation!

Get the Best Screencasting Tool to Replace ALL Unnecessary Meetings

Screencasting is the future of remote work – for companies who value their employees’ time. With asynchronous communication, you and your employees can get much more done during the workday without wasting time in meetings while still keeping the communication open and transparent. That’s where Komodo comes in – your go-to tool for recording asynchronous videos.

So what are you waiting for? Sign up today to start recording async messages with Komodo and watch your productivity flourish. Communication in remote and hybrid spaces has never been so easy!

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About the author
Khanan Grauer
Khanan Grauer
Founder and CEO of Komodo
Khanan Grauer is the founder and CEO of Komodo and TouchApp Media, a design and development studio that brings mobile software to market. He has over 15 years of experience leading software teams and he’s passionate about building products that improve communication across time zones.
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