You may have heard the not so old saying: “That was another meeting that could have been an email.”

People detest meetings when they feel unproductive. This is especially true when the reason for calling the meeting is unclear. Based on my experience, there are three major reasons to call a meeting that will keep participants engaged and come to productive conclusions.

1/ Sharing Important Information

Sharing information is a base-line function of all meetings. However, face-to-face is very useful for these types of situations:

• Sharing Important/Timely News – Sometimes breaking news must be shared with everyone together at the same time. For example, when an organization is set to issue a controversial press release a quick all hands-on deck meeting may be the fastest way to inform the team in advance and at the same time.
• Immediate Q&A – Instead of letting confusion linger, questions about an important or complicated topic can be quickly addressed in a face-to-face meeting. Answers are heard by the entire team at the same time, avoiding repetition.
• The “Look Them in the Eyes” Factor – Whenever there is bad or sad news to share or an apology
  to be issued, doing so in person conveys respect for the team.

2/ Making a Presentation

While presentation can be sent by email, something might be lost without a presenter to emphasize or clarify items. Presenting in person can improve comprehension and increase engagement in the material. Types of presentations best suited for face-to-face meetings include:

• Complicated Items – Presentations can break down complex subjects for easier understanding. In a live situation, the presenter can adjust on the fly to match audience’s perceived understanding and level of engagement.
• Clear up Misunderstandings – Presenters can address questions as they come up, allowing the whole group to benefit while the topic is fresh in their minds.
• Swaying Opinion – If people need to be convinced on a course of action, face-to-face “sales” type
  presentations are preferred. In this format, a presenter is able to access a wide range of public speaking tools to make their case for a course of action.

3/ Facilitating Discussion

Bringing people together creates an opportunity to dive deeply into a topic that non-
synchronized formats cannot duplicate. Talking together in the same room can be very stimulating and help build up a team. Examples of meetings designed for discussion include:

• Problem Solving – Coming together in person is often the fastest way to solve a problem. Teammates share different viewpoints and build on each other’s ideas. This can develop innovative ways to resolve issues that could not be thought of individually.
• Strategic Visioning – Bringing together people from different parts of the organization for long-
  range planning meeting is a beneficial exercise. Small-scale, in-person discussions can surface facts or concerns from across the organization.
• Finding Consensus – When a critical decision must be made, face-to-face discussions can be
  the fastest way to get the team into agreement. An open discussion allows all parties to share
  their concerns and increase the potential to come to a meaningful decision.

If you are considering calling a meeting think about whether it falls into one of these three reasons. Otherwise, start drafting that email.