Five Questions to Ask Yourself Before Scheduling a Meeting

Messages or Meetings? When could your meeting have been a message instead? 

July 26, 2021

Days of back-to-back meetings are more common than ever. Each time an issue pops up, a project idea comes to mind, or you hit a roadblock on a process, the reaction is to schedule a meeting. But is that the best use of your time and your team’s time? Does the issue or question really require live discussion? Could asking the question via messaging in a team space be a better way to start the discussion or make everyone aware of the issue?

Here are five questions to ask yourself the next time you open your calendar to schedule a meeting

1. Are we meeting about an idea or project that has not been discussed or kicked off yet?

Kickoff meetings for new projects are a critical part of the collaboration process. It's important to dedicate time to meet, get on the same page, and talk through responsibilities, deliverables, and deadlines needed from the group to get an initiative off the ground.

2. Does moving forward require a real-time conversation?

If you need answers to questions that don’t require a two-way conversation, messaging can be an excellent alternative to a meeting. This is particularly true when you’re looking for feedback on your written plans or documents. It’s much more efficient for everyone involved if you send over items that your team can review on their own and then shoot over their feedback.

3. What will be different as a result of this meeting?

If the answers are something like ‘people will be notified’ or ‘I will have shared the update’—then your goal is simply to inform. In that case, it can be accomplished with messaging, saving everyone precious time.

4. Is the matter urgent or time-sensitive?

If the topic you want to discuss with colleagues is urgent or time-sensitive -- such as a data security breach, an employee safety issue, or a negative piece of press -- use more immediate communication methods like messaging. You can immediately brief the decision-makers and leaders you need to loop in. From there, you can decide if you need to hold a meeting.

5. If this is a recurring meeting, how often do you need to meet to be successful?

If the meeting you're planning will be a recurring one, consider introducing messaging space to the team. With the addition of messaging, you can reduce the number of meetings on your calendar to every other week and utilize messaging for ad hoc updates to help save everyone's time.

Messages or Meetings

 

Enjoy Freedom from Meetings with the Webex App

Messaging with the Webex app allows users to send files, share ideas, solicit feedback, whiteboard and more. Messages can be one-to-one or one to many, and users can choose the way spaces are structured. When appropriate, relying on messaging instead of meetings can streamline the workday and give your colleagues some extra time back that they will appreciate.

Learn more about Intrado’s portfolio of Cisco solutions and how they can improve your workday.