Email vs. meetings: Maximizing productivity in the business world

In today's fast-paced world, we are all inundated with emails and meetings. It's no wonder that we often find ourselves getting annoyed by endless email threads and discussions on email. However, it's important to remember that both emails and meetings have their place in the business world. In this blog post, we'll explore when it makes sense to write just an email and when to set up a meeting.

When to write an email:

1. The issue is simple: If the issue is straightforward and can be resolved with a simple answer, then an email is the way to go. For example, if you need to ask someone for a document or a piece of information, then an email is the best way to do it.
2. There aren't too many decision-makers involved: If there are only a few people involved in the decision-making process, then an email is usually sufficient. This is especially true if everyone is in agreement.
3. A large group of people needs the information: If you need to disseminate information to a large group of people, then an email is the best way to do it. This is especially true if the information is straightforward and doesn't require any discussion.
4. It's just a check-in: If you need to check in with someone on a project or task, then an email is usually sufficient. This is especially true if there are no major issues or concerns.
5. You need a few answers: If you need answers to a few questions, then an email is usually sufficient. This is especially true if the questions are straightforward and don't require any discussion.
6. You just want feedback: If you're looking for feedback on something, then an email is usually sufficient. This is especially true if you're not looking for a detailed discussion.

When to set up a meeting:

1. The issue is complex: If the issue is complex and requires discussion, then a meeting is usually necessary. This is especially true if there are multiple viewpoints or if there are disagreements.
2. There are many decision-makers involved: If there are many people involved in the decision-making process, then a meeting is usually necessary. This is especially true if everyone needs to be on the same page.
3. You need to brainstorm ideas: If you need to brainstorm ideas or come up with solutions to a problem, then a meeting is usually necessary. This is especially true if there are multiple people involved.
4. You need to make a decision: If you need to make a decision on something, then a meeting is usually necessary. This is especially true if there are multiple options or if there are disagreements.
5. You need to track results: If you need to track results or progress on something, then a meeting is usually necessary. This is especially true if there are multiple people involved.
   It's important to remember that every situation is different, and what works for one person may not work for another. However, by following these guidelines, you can ensure that you're using your time effectively and efficiently.

Evaluation Matrix:
Here's an evaluation matrix that can help you decide whether to write an email or set up a meeting:

According to recent surveys, employees spend about 18 hours per week on average in meetings. They only decline 14% of invites even though they’d prefer to back out of 31% of them. Reluctantly going to noncritical meetings wastes about $25,000 per employee annually, and projects out to $101 million a year for any organization with more than 5,000 employees.
On the other hand, over $25 million is wasted per day on meetings that aren’t necessary in the United States alone. Each year, this results in $37 billion thrown away on meetings that simply aren’t productive.

So before you start a big E-Mail chain in the future, think twice if a meeting is a better option. I hope this guide helps you identify when to setup a meeting and when to write an E-Mail and increase the efficiency in your organization!