Time is a valuable resource, and if you usually default to meetings, you may want to rethink your approach. While meetings can be great for brainstorming and team bonding, they can also disrupt productivity. Emails have their own pros and cons. While emails offer efficiency and allow for asynchronous communication, they also lack the personal connection that’s crucial in some situations.

Finding the right balance is key. So, how do you know when to schedule a meeting and when to send an email? ClickUp’s Praburam Srinivasan has put together some signs that indicate a meeting is necessary as well as some times an email will suffice.  

Send An Email

Sometimes, a well-written email can communicate your message without pulling people away from their work. For example, you should probably email when: 

  • There’s no set agenda. If there are no actionable goals, Srinivasan says you might end up with aimless discussions. An email is best in this situation.
  • You’re just giving people a heads up. When you just need to inform others, use email. It’s easy to send project updates or completed tasks in an email that people can review when convenient.
  • You don’t need discussion. Srinivasan points out that written feedback can actually be quite helpful. An email allows others to process suggestions and feedback at their own pace. Unless you need to give particularly sensitive or complex feedback, go ahead and make it an email.
  • A get-together feels redundant. Weekly or daily meetings with little to discuss can feel wasteful, he says. That’s why routine updates are often better via email.

Hold A Meeting

An email alone won’t cut it in some situations. According to Srinivasan, you should schedule a meeting when:

  • You have a focused agenda. Meetings with clear objectives and defined outcomes, like finalizing a marketing strategy or aligning on project timelines, benefit from real-time discussions, Srinivasan says.
  • You want to build team rapport. Regular team huddles, check-ins and celebrations can lead to stronger work relationships. Go ahead and schedule that meeting when you want to build camaraderie.
  • You need a quick decision. Pressing issues are best handled in meetings. When stakeholders get together, they can evaluate options, weigh risks and reach agreements quickly.
  • The decision is complex. Srinivasan recommends holding a meeting when you’re dealing with nuanced topics or conflicting views. This gives everyone a chance to ask questions and align on next steps.

Deciding between a meeting and an email requires thoughtful consideration and ultimately depends on the situation’s specific needs. Use the points above to guide your decision, ensuring you maintain high productivity and morale within your team.

Compiled by Audrey Sellers
Source: Praburam Srinivasan is a growth marketing manager at ClickUp, a cloud-based platform that helps teams manage their work, collaborate and increase productivity.