<aside> 🎙️ At Toggl, we try to minimize synchronous meetings to protect focus time and support our Deep Work Culture. The fewer disruptions to your flow, the better.

If you arrange or participate in synchronous meetings, please consider the following guidelines to ensure a respectful and productive meeting experience.

</aside>

❓When to Have a Meeting (and When Not To)

Synchronous meetings should be reserved for decision-making, brainstorming sessions or discussing sensitive topics. Avoid the “Let’s jump on a quick call” approach unless absolutely necessary, as impromptu meetings often lack structure, disrupt schedules, and lead to unproductive discussions. Prioritize asynchronous communication to maintain focus and efficiency.

To make the best use of everyone’s time, always start by evaluating whether a meeting is truly needed. Before scheduling a meeting, ask yourself if the matter could be handled async and if the meeting is the best way to achieve the objective.

<aside> ✅

Schedule a meeting when:

• Big decisions need input from multiple people.
• Complex problems require real-time back-and-forth.
• Project alignment for cross-team or major initiatives.
• Feedback requires open discussion.
• Sensitive topics need personal interaction.
• Team bonding </aside>

<aside> ❌

Skip the meeting when:

• You're just sharing info—use Slack or shared documentation on Notion.
• Problem-solving isn’t urgent—collaborate in Notion or Slack.
• Brainstorming can be done async—use Figma, Miro, or Notion.
• You need quick input—ask in Slack.
• Routine check-ins can be handled via Notion or Slack workflows.
• You’re clarifying small details—use chat or shared resources.
• You’re recapping—send a summary via Slack or in Notion. </aside>

<aside> 〽️

Alternatives to Meetings

If a meeting isn’t essential, consider these async alternatives to maintain productivity and reduce interruptions:

• https://slack.com/help/articles/360035692513-Guide-to-Slack-Workflow-Builder: Automate daily check-ins, progress updates, or feedback collection right in Slack.
• Asynchronous updates: Use Notion or Slack for updates that don’t require immediate feedback, letting people respond when they have the bandwidth.
• Pre-recorded videos: Record demos or explanations using tools like Loom, so people can watch and digest information on their own time.
• Collaborative documents: Use Notion or Google Docs for brainstorming or gathering feedback asynchronously, allowing more thoughtful responses without scheduling a live session. </aside>

If the meeting is essential, make sure to follow the following guidelines to ensure a respectful and productive meeting experience.

🚀 How to Prepare for an Effective Meeting

Once it’s determined that a meeting makes sense, proper preparation ensures it will be productive:

• Define a clear objective for the meeting (e.g., to discuss, decide).
• Share the meeting agenda with all participants in advance. If there are documents or data that participants need to review beforehand, send them along with the agenda.
• Identify Key Action Items and Expected Outcomes: ensure each agenda item ties to an action item or outcome that can be tracked after the meeting. This increases both the perceived and real value of the meeting
• Set strict time limits for meetings to encourage focus and efficiency.
• Assign Roles (Optional): Consider designating a meeting owner/facilitator to guide the discussion and a note-taker to capture action items.
• Link the agenda to the calendar event.

✉️  Setting Up the Meeting

• Send Google Calendar invitations with Zoom links to all participants using their @toggl.com emails. Here’s How to Connect Calendars