Meetings are the default. They shouldn’t be.

Before scheduling, run through a few filters. Most things don’t need synchronous time.

First: do you know what you need?

If you’re unclear on the ask, the meeting is for you to get clarity — not to collaborate. That’s a different conversation, usually shorter, often one-on-one.

Don’t invite six people to help you figure out what you’re trying to do.

Can this be async?

Most things can.

Start with Slack or email. Give 1-2 lines of context, make your ask specific, set a deadline for response. “I need X by Thursday” is clearer than “thoughts?”

If an email thread hits 5+ responses, async has failed. Call a quick 15-minute meeting to resolve it and move on.

Do you need real-time input?

Some things genuinely need live conversation — complex trade-offs, sensitive topics, rapid iteration on a design. But check the question honestly.

If you don’t need real-time input, don’t take real-time from people’s calendars.

If you do meet

20 or 50 minutes, not 30 or 60. Calendar defaults are too long. Shorter meetings force focus.

Share an agenda. Even a single line: “Decide X” or “Align on Y.”

Invite only people critical to the discussion. Everyone else can read the notes.

Do you need to be there?

Separate “this meeting needs to happen” from “I need to be in this meeting.”

If you’re attending for information only, ask for notes instead. Protect your time for work that actually needs you.

See also: Meeting Modes for running effective meetings once you’re in them.