In today’s world, with a wealth of technology at our fingertips, the fundamental question when it comes to meetings is: do we even need them? The default tendency to schedule meetings often overlooks the abundance of tools we have for collaboration and communication. Before reaching for the calendar, it’s worth considering whether the purpose of the meeting aligns with the three key reasons to convene: debate, discussion, and decision-making—the “3Ds.”

The 3Ds: When Meetings Are Necessary

Meetings are valuable when they:

1. Foster Debate: When diverse viewpoints need to be aired and resolved.
2. Encourage Discussion: When complex ideas benefit from real-time, interactive dialogue.
3. Drive Decisions: When a group’s collective input is required to finalize a course of action.

If a proposed meeting does not serve one or more of these purposes, it may not be the best use of time.

Common Meeting Pitfalls

Many meetings fail to meet the 3D criteria, leading to wasted time and frustrated participants. Two types of meetings, in particular, should raise alarm bells:

1. The Knowledge-Sharing Meeting This is the “I’m here to present” scenario. For example, a manager schedules a meeting to outline a plan, expecting everyone to join on their dictated schedule. While the information might be important, the delivery method often isn’t efficient. Could this information be shared through an email, a recorded video, or a shared document instead? Forcing attendees into a synchronous format when the purpose is simply to share information wastes time and disrupts productivity.

2. The Overcrowded or Undermanned Meeting

   • Too Many Attendees: When a meeting includes a large group, meaningful debate or discussion becomes unlikely. With 12 or more people in the room, the meeting often devolves into a one-sided presentation rather than a productive exchange.
   • Too Few or the Wrong People: On the flip side, meetings without the necessary decision-makers or key contributors lead to delays and missed opportunities for action. Without the right attendees, decisions can’t be made effectively.

Rethinking Meetings

To create more purposeful meetings, ask these questions before scheduling:

• Does this meeting align with one of the 3Ds?
• Can this information be shared asynchronously?
• Are the right people—and only the right people—invited?

By challenging the default reliance on meetings and leveraging alternative communication methods, we can reclaim time, boost productivity, and ensure that meetings truly serve their intended purpose. In 2024, let’s embrace smarter, more intentional collaboration.