Sometimes, even though holding a meeting might be helpful, you need to communicate and solve problems in an alternative way. Maybe the timing of the meeting doesn't work out for the attendees or maybe the agenda is such that you don't need to bring everyone together. We all know that business carries on, and you might not have the luxury of pushing things as decisions or progress towards goals still need to happen.
Here are some of the more common alternatives to holding a meeting while achieving similar success. Many of these you already know, but it's often helpful to list them so that when you have something to review in those moments when an important meeting isn't going to happen and you absolutely need to address the agenda topics in one way or another.
- Email
- Suitable for detailed communication, documentation, and follow-ups.
- Allows participants to respond at their convenience.
- Provides a written record of the discussion.
- Phone Calls
- Ideal for quick, direct communication.
- More personal than text-based communication.
- Useful for urgent matters or when immediate feedback is needed.
- Online Chat/IM/Text
- Facilitates real-time communication.
- Good for quick questions, clarifications, and informal discussions.
- Can be organized into channels or groups for focused topics.
- Common Tools: Slack, Microsoft Teams, Google Chat, Zoho Cliq, Text Messaging
- Video Calls
- Combines the benefits of face-to-face interaction with the convenience of remote communication.
- Useful for visual demonstrations and screen sharing.
- Can include multiple participants from different locations.
- Common Tools: Zoom, Skype, GoTo Connect, Google Meet, Cisco Webex
- Collaborative/Shared Documents
- Enables multiple users to work on the same document simultaneously.
- Facilitates real-time collaboration and editing.
- Tracks changes and comments for review.
- Common Tools: Notion, Zoho Writer, Dropbox Paper, Google Docs, Microsoft Office 365
- Project Management Tools
- Organizes tasks, deadlines, and responsibilities.
- Provides a clear overview of project status and progress.
- Centralizes communication and documentation related to specific tasks.
- Common Tools: Basecamp, Zoho Projects, Monday.com, Trello, Asana
- Face-to-Face Discussions
- Best for sensitive topics, brainstorming, or when non-verbal cues are important.
- Encourages direct interaction and immediate feedback.
- Can foster stronger relationships and trust.
- Surveys and Polls
- Gathers input from a group efficiently.
- Useful for decision-making, feedback collection, and consensus building.
- Can be anonymous to encourage honest responses.
- Common Tools: LimeSurvey, Typeform, SurveyMonkey, Microsoft Forms, Google Forms
- Recorded Video Messages
- Allows sharing of detailed explanations or presentations.
- Viewers can watch at their convenience.
- Useful for conveying complex information visually and verbally.
- Common Tools: OBS Studio, Camtasia, ScreenFlow, Loom, Wistia
- Shared Whiteboards
- Facilitates visual brainstorming and idea mapping.
- Supports real-time collaboration and interaction.
- Useful for planning and creative sessions.
- Common Tools: Canva Online Whiteboard, Miro, Microsoft Whiteboard, Mural, Conceptboard
- Forums and Discussion Boards
- Supports asynchronous discussions on specific topics.
- Organizes conversations into threads for easy navigation.
- Allows for community input and knowledge sharing.
- Common Tools: ClickUp, Zoho Cliq, Basecamp, Slack, Microsoft Teams
- Automated Updates and Notifications
- Sends automated messages and reminders about tasks, deadlines, and project statuses.
- Reduces the need for frequent check-in meetings.
- Keeps everyone informed and aligned without manual intervention.
- Common Tools: Zapier, IFTTT, Microsoft Power Automate, Make, Workato
Work doesn't need to stop if a meeting can't be held. These alternatives help you to keep the ball rolling while making progress towards your organization's goals. Consider a meeting falling through, not as a pause on your efforts, but instead an opportunity to progress via other means.