What are the best alternatives to reduce unnecessary meetings?

Too many meetings eating up your workday? Here are practical alternatives that maintain collaboration while freeing up your calendar.

Which meetings should you eliminate first?

According to research from the Journal of Business and Psychology, these meeting types are perfect candidates for replacement:

• Status updates and information sharing
• Document reviews
• Initial brainstorming sessions
• Simple decision-making with clear parameters
• Progress tracking and check-ins

Quick alternatives to status update meetings

Instead of gathering everyone for updates, try:

• Team dashboard: Use a shared document or project management tool where everyone updates their status asynchronously
• Daily standups in Slack/Teams: Post morning updates in a dedicated channel rather than meeting
• Update videos: Record quick 1-2 minute videos for complex updates that need explanation
• Progress tracker: Create a standardized template with: accomplishments, current focus, blockers, and next steps

Replacing decision-making meetings

For straightforward decisions:

• Decision brief template: Create a document with problem statement, context, options with pros/cons, recommendation, and decision requested
• Voting tools: Use simple polling for clear-cut decisions with limited options
• Time-bound feedback: Request input by a specific deadline rather than scheduling a synchronous discussion

Better brainstorming without meetings

Research shows async brainstorming often produces better results than real-time sessions:

• Set up a shared digital whiteboard with a clear question/problem
• Give team members 24-48 hours to add and build on ideas
• Have a facilitator organize contributions and identify themes
• Schedule a short meeting only for final decisions if needed

When you still need a meeting

Some discussions still benefit from real-time interaction. Make them more efficient by:

• Sending an agenda with pre-work at least 24 hours in advance
• Starting with a clear purpose statement and desired outcome
• Using a busy light to signal when you're in important meetings. Consider the Kuando Busylight UC Alpha, Kuando Busylight UC Omega, Luxafor Flag Busy Light, or Embrava Blynclight for different workspace needs.
• Ending with clear action items and owners

Helping your team adapt to fewer meetings

• Start small by replacing 1-2 recurring meetings with async alternatives
• Provide templates and examples to make the transition easier
• Create dedicated focus time blocks in your calendar when meetings can't be scheduled
• Use tools like the Handheld Roller Fidget Toy to help maintain focus during deeper async work. Other great options include the Infinity Cube Fidget Toy, Tangle Fidget Toy Set, and Mesh & Marble Fidget Set of 10.

For a comprehensive guide to implementing asynchronous alternatives, including templates and implementation strategies, see our complete guide to asynchronous meeting alternatives and What are the best tools to help focus?.