Do you only book a meeting when it is the best option?

Meetings are great for brainstorming ideas, getting in sync, and making decisions together. For the right topics, they can be much more effective than a long group chat thread.

However, meetings are expensive. A 1-hour meeting with 5 people is not a 1-hour cost. It is at least 5 hours, plus the time it takes everyone to switch context and get back into the zone afterwards.

A good meeting has an agenda and helps the team:

• Understand who needs to be involved
• Update shared knowledge
• Clarify the group’s goal
• See how each person’s work contributes to the outcome
• Discuss topics where back-and-forth is needed
• Align on a decision and shared commitment

Meeting or something else?

Use a meeting when the topic needs live discussion, fast back-and-forth, brainstorming, negotiation, or shared commitment.

Before booking a meeting, consider a few factors to decide whether another option would work better:

Email

Use email when the message is formal, needs a clear record, or does not require an immediate response.

Group chat

Use group chat when the topic is quick, informal, and only needs a short answer.

Comments on documents

Use document comments when feedback is needed on specific wording, designs, specs, or decisions.

Recorded video or voice note

Use a recorded video or voice note when you need to explain context, show a screen, or walk through something without interrupting people.

Ticket, issue, or task

Use a ticket, issue, or task when the topic needs ownership, tracking, and follow-up.

Use YakShaver to make this even easier. Simply record your message and let the AI do the rest.

YakShaver writes a clear email or PBI, assigns the right tasks, and notifies the right people using CCs or @mentions.