The Meeting That Should've Been an Email
We've all been there. You glance at your calendar, see another meeting invite pop up, and let out that quiet, internal sigh managers have perfected over centuries.
You join the call.
Five minutes in, you realize:
What is this meeting about? This should’ve been an email.
And now you're thinking about all the other things you could be working on.
Here's the thing about meetings: they expand to fill whatever time you give them. Schedule an hour? It'll take an hour, even if the actual work could've been done in 15 minutes. Schedule 30 minutes? Same deal. Meetings don't naturally end early just because the content runs out.
So before you default to "let's jump on a call," ask yourself: Is this actually worth the time? Are we having this meeting because we’ve always had it, or am I just filling a calendar slot?
Meetings are expensive, time, attention, and energy. And for overwhelmed managers, wasted time is the fastest route to stress, burnout, and "I can't do this anymore" syndrome.
So let's get you back in control. Use this as your decision framework for when to meet, when to email, and, because I want you winning at work with less effort, how to write an email that actually replaces the meeting.
When Email Is the Smarter Move
Here's your quick operational checklist. If these conditions apply, skip the meeting invite and hit "compose."
Use email when you're:
Sharing information. Updates, announcements, instructions, reports—no live conversation needed.
Communicating one-way. You want people informed, not debating.
Sending routine updates. If the meeting is just a monologue with cameras off and zero discussion… email it.
Needing documentation. Written record required? Use email.
Making simple requests. One question → one answer → done.
Working asynchronously. Time zones don't match? Email wins.
Sending pre-work. Prep materials belong in inboxes, not 30-minute "review meetings."
No clear agenda. If the meeting has no specific, actionable goal, it's not a meeting; it's a disruption.
Special mention: Status updates; email every time unless there's an actual decision to be made.
When a Meeting Is Worth the Time
Not every email can carry the weight of a real conversation. Keep the meeting when:
You need collaboration. Brainstorming, problem-solving, co-creating.
The topic is complex. Multiple variables? High risk? Nuances? Bring people together.
You need a group decision. Real-time discussion accelerates consensus.
You're building relationships. Human connection doesn't happen in Outlook threads.
Bottom line: If discussion, nuance, or connection matters—meet.
If not, email.
How to Write an Email That Actually Replaces the Meeting
If you're going to skip the meeting, your email needs to do the job; fast, clear, and actionable. Here's how to make it work for different people:
For someone who just wants the facts, who wants to just get to the point.
Lead with the decision or action needed
Use bullets, not paragraphs
Example: "Decision needed by 3 PM: Option A or B?"
For someone who wants the information and wants to be involved — Keep it human.
Start warm, stay upbeat
Invite their input or ideas
Example: "I'd love your take on this—what direction feels right to you?"
For someone who wants all the information in order to be completely informed. Give them context and let them process it.
Explain the "why" so they feel confident
Use collaborative language ("we," not "you")
Example: "Here's the background so we're all aligned before moving forward..."
For the person who wants all the details and data.
Include data, timeline, and logic
Answer likely questions upfront
Example: "Attached is the analysis. Review Section 3 and send questions by Friday."
The key: Write the email like you'd run the meeting; with clarity, purpose, and respect for how people process information.
The Manager Takeaway
If a meeting won't drive clarity, a decision, or real collaboration… don't schedule it.
Send the email, preferably one that actually works for the person reading it.
You'll save time, reduce stress, and reclaim precious hours you can reinvest in higher-value work (or, let's be honest, a much-needed coffee).
Leave me a comment with your go-to action to reduce meetings.
