How a 25-person company freed up 12 hours per week using async by default. Cut meetings while improving communication.
Death to Meetings: The Async Operations Playbook That Freed Up 12 Hours Per Week
Look at your calendar.
Count the hours of meetings this week. Now ask: How many of those meetings actually required real-time conversation?
Be honest.
The answer is usually less than 30%. The rest could have been an email, a Loom video, a Slack thread, or a shared document.
Last quarter, we worked with a 25-person company where the average employee had 18 hours of meetings per week. After implementing async-first communication, that dropped to 6 hours. Same output. Better decisions. Happier people.
Here's how to do it.
The Meeting Problem (By the Numbers)
The average professional's meeting load:
- 15-20 hours/week in meetings
- 67% of meetings considered unproductive by attendees
- $37 billion lost annually to unnecessary meetings (US companies)
- 73% of people do other work during meetings
The hidden costs:
- Context switching (23 minutes to regain focus after each meeting)
- Calendar Tetris (fragmented deep work time)
- Time zone inequality (remote teams suffer most)
- Meeting creep (30 min becomes 60 min "just in case")
The core problem: Meetings are the default. They shouldn't be.
The Async-First Framework
Principle 1: Async Is the Default
Not "we try to do async." Not "async when possible."
Async is the default. Meetings are the exception that requires justification.
The decision tree:
Do I need to communicate something?
↓
Can it be written?
→ Yes → Write it (Slack, email, doc)
→ No → Does it require back-and-forth?
→ No → Record a video (Loom)
→ Yes → Does it need to be real-time?
→ No → Create a shared doc for comments
→ Yes → ONLY NOW schedule a meeting
Principle 2: Different Information, Different Medium
Information type → Best medium:
Status update → Written (Slack post or email)
Decision needed → Written proposal + async comments
Complex explanation → Video (Loom, screencast)
Training/walkthrough → Video with written summary
Brainstorming → Meeting (but structured)
Difficult feedback → Meeting (then follow-up in writing)
Relationship building → Meeting (intentionally)
Crisis response → Meeting (rapid sync)
Rules:
- If it's one-way information → Never a meeting
- If it's simple back-and-forth → Start async, meeting if stuck
- If it requires live collaboration → Meeting with clear agenda
Principle 3: Structure Everything
Async only works if information is organized. "Async" doesn't mean "chaos."
For written updates:
Standard format:
1. TLDR (one sentence)
2. Context (why this matters)
3. Details (what you need to know)
4. Action items (what needs to happen)
5. Deadline (when decisions/responses needed by)
For video updates:
Standard format:
1. State the purpose (first 10 seconds)
2. Cover the content (keep under 5 minutes)
3. End with clear ask
4. Link to relevant docs
5. Provide written summary in description
The Meeting Audit: What to Kill, Keep, and Change
Step 1: List All Recurring Meetings
Pull every recurring meeting from your calendar. Create a spreadsheet:
| Meeting |
Frequency |
Duration |
Attendees |
Purpose |
Owner |
| Team standup |
Daily |
15 min |
8 |
Status |
Manager |
| Pipeline review |
Weekly |
60 min |
5 |
Decisions |
Sales lead |
| All-hands |
Weekly |
60 min |
25 |
Updates |
CEO |
| ... |
... |
... |
... |
... |
... |
Step 2: Ask These Questions for Each
What happens if we cancel this meeting for 2 weeks?
- If answer is "nothing bad" → Kill it
- If answer is "chaos" → It might be necessary
Could the purpose be achieved async?
- Status updates → Yes, kill the meeting
- Collaborative problem-solving → Maybe not
Does everyone need to attend?
- Information consumers → Remove, send notes instead
- Decision makers → Keep
Is the duration justified?
- Most meetings could be 50% shorter
- Parkinson's Law: Work expands to fill time
Who owns this meeting?
- No owner → Kill it
- Owner can't justify it → Kill it
Step 3: Apply the Meeting Treatments
Treatment A: Kill it
For meetings that fail the above questions.
- Cancel the recurring event
- Send a note: "We're trying [alternative approach]. Let me know if you're missing critical info."
Treatment B: Convert to async
For status updates, FYI meetings, and simple decisions.
- Replace with written update (e.g., Monday Slack post)
- Replace with Loom video
- Replace with shared doc that people comment on
Treatment C: Shrink it
For meetings that must exist but are too long.
- Cut the default duration in half
- Add an agenda (forces efficiency)
- End early when done (don't fill time)
Treatment D: Restructure it
For valuable meetings that aren't working well.
- Define clear purpose
- Add agenda and pre-work
- Reduce attendee list
- Change frequency
The Async Infrastructure
1. The Written Update System
Daily/Weekly Team Updates (replacing standups):
Create a standard location (Slack channel, Notion page) where everyone posts:
Template: Daily Update (2-3 minutes to write)
Done yesterday:
- [Completed task 1]
- [Completed task 2]
Working on today:
- [Priority 1]
- [Priority 2]
Blocked by:
- [Blocker, if any, + who can help]
FYI:
- [Anything the team should know]
When: Post by 9 AM. Review when convenient.
Why this works: Same information as standup, no schedule coordination, written record, searchable.
Weekly Update (for broader team/leadership):
Template: Weekly Update
This week's wins:
- [Achievement 1]
- [Achievement 2]
Progress on goals:
- [Goal]: [Status, % complete]
- [Goal]: [Status, % complete]
Next week's priorities:
- [Priority 1]
- [Priority 2]
Risks/blockers:
- [Issue and proposed resolution]
Help needed:
- [Specific ask]
2. The Loom Video Library
Use Loom for:
- Explaining something that's hard to write
- Walking through a process
- Giving feedback on visual work
- Training/onboarding content
- Proposals that need context
Rules for good async video:
- Keep under 5 minutes (split if longer)
- State purpose in first 10 seconds
- Use chapters/timestamps for longer videos
- Always provide written summary
- End with clear next step
Example Loom use cases:
Instead of: 30-min meeting to explain new process
Use: 4-min Loom walking through process + doc with details
Instead of: 15-min call to give design feedback
Use: 3-min Loom with screen recording of feedback
Instead of: All-hands presentation
Use: Pre-recorded Loom + live Q&A session (shorter meeting)
3. The Decision Document
For decisions that need input but not a meeting:
Template: Decision Doc
Decision: [What we're deciding]
Context: [Why this decision matters now]
Options:
Option A: [Description]
Pros: ...
Cons: ...
Option B: [Description]
Pros: ...
Cons: ...
Recommendation: [Your recommended option and why]
Stakeholders:
- [Name]: Please review by [date]
- [Name]: Please review by [date]
Process:
- Comments due by: [date]
- Decision will be made by: [person] on [date]
- Implementation starts: [date]
How it works:
- Creator writes doc and shares
- Stakeholders comment async
- Creator synthesizes feedback
- Decision maker decides
- Everyone notified of decision
When to escalate to meeting: If async comments reveal fundamental disagreement that written discussion isn't resolving.
The Meetings That Should Survive
Not all meetings should die. Some are genuinely valuable.
Meeting Type 1: One-on-Ones
Keep these. Relationship-building and coaching require real-time human connection.
But: Have an agenda. Keep them efficient. Don't use them for status updates.
Meeting Type 2: Collaborative Problem-Solving
When you genuinely need rapid back-and-forth to work through something complex.
But: Timebox aggressively. Come prepared. End when solved (not when time's up).
Meeting Type 3: Difficult Conversations
Feedback, conflict resolution, sensitive topics.
But: Follow up with written summary. Don't avoid these because "async."
Meeting Type 4: Relationship Building
New team member introductions, team bonding, celebrating wins.
But: Be intentional. These shouldn't be hidden inside "status update" meetings.
Meeting Type 5: Real-Time Coordination
Crisis response, launch coordination, time-sensitive decisions.
But: These should be rare. If everything is urgent, nothing is.
The Meeting Rules (For Meetings That Must Exist)
Rule 1: No Agenda, No Meeting
If there's no written agenda 24 hours before, the meeting is canceled.
"But we don't have time to prepare agendas!"
Then you don't have time for meetings.
Rule 2: Default to 25 or 50 Minutes
Not 30 or 60. This builds in buffer and forces efficiency.
Calendar apps default to 30/60. Override this.
Rule 3: End Early, Celebrate It
Meeting done in 20 minutes but scheduled for 50? End it. Give people time back.
Never fill time because it's scheduled.
Rule 4: Fewer Attendees, Better Meetings
"If you had to pay $100 per attendee per hour for a meeting, who would you invite?"
Every additional person:
- Reduces individual participation
- Increases coordination cost
- Makes scheduling harder
The rule: Invite decision makers. Inform everyone else via notes.
Rule 5: Notes + Action Items (Or It Didn't Happen)
Every meeting ends with:
- Documented decisions
- Clear action items with owners and deadlines
- Shared notes within 24 hours
If no one's taking notes, the meeting doesn't matter.
Implementation: The 30-Day Transition
Week 1: Audit and Plan
Day 1-2:
- List all recurring meetings
- Rate each: Kill / Convert / Shrink / Restructure
- Calculate total meeting hours (baseline)
Day 3-5:
- Set up async infrastructure (daily update channel, Loom account, decision doc template)
- Communicate the change to team
- Identify pilot group for first cancellations
Week 2: Start the Transition
Focus on:
- Cancel first batch of meetings
- Launch daily/weekly async updates
- Convert 2-3 meetings to video or doc
- Enforce agenda rule
Common resistance:
- "But I like meetings!" → Try async for 2 weeks, then reassess
- "This is more work!" → Front-loaded investment, long-term savings
- "What if I miss something?" → Notes are sent, ask questions async
Week 3: Expand and Refine
Focus on:
- Cancel next batch of meetings
- Refine update templates based on feedback
- Address what's not working
- Track participation in async channels
Week 4: Measure and Adjust
Focus on:
- Calculate new total meeting hours
- Survey team: What's working? What's not?
- Adjust frequency and formats
- Document the new norms
Results You Should Expect
Typical outcomes:
| Metric |
Before |
After |
| Meeting hours/week |
15-20 |
6-8 |
| Deep work blocks |
2-3 hours |
4-6 hours |
| Calendar fragmentation |
High |
Low |
| Information access |
"Ask someone" |
Search docs/videos |
| Time zone equity |
Poor |
Good |
Qualitative improvements:
- Better documentation (async forces writing)
- Decisions are recorded (not lost in verbal discussion)
- More thoughtful input (async allows reflection)
- Reduced meeting fatigue
- Flexible work becomes actually flexible
The Anti-Patterns to Avoid
Anti-Pattern 1: Async Theater
Replacing meetings with synchronous Slack threads where everyone must respond immediately.
Fix: True async means response time is measured in hours, not seconds.
Anti-Pattern 2: All-or-Nothing
Trying to eliminate ALL meetings immediately.
Fix: Gradual transition. Some meetings are valuable. Keep those, kill the rest.
Anti-Pattern 3: No Communication Norms
Async without standards becomes chaos.
Fix: Define where different communications go, expected response times, templates for common updates.
Anti-Pattern 4: Ignoring Culture
Async won't work if leadership still schedules 20 meetings a week.
Fix: Leadership must model the behavior. Loudly.
Anti-Pattern 5: Never Meeting
Over-correcting to zero meetings hurts relationships and complex collaboration.
Fix: Async by default ≠ meetings are banned. Meet when it's the right tool.
Your Monday Morning Action Plan
This week:
- Monday: List all your recurring meetings and their hours
- Tuesday: Rate each (Kill/Convert/Shrink/Restructure)
- Wednesday: Cancel or convert your first 3 meetings
- Thursday: Set up async update channel/template
- Friday: Send first weekly update via video or doc
Track: Total meeting hours before and after. Share with team.
Goal: 50% reduction in meeting time within 30 days.
Frequently Asked Questions
What is async communication and how does it work?
Async communication means exchanging information without requiring real-time responses—through written updates, recorded videos, and shared documents instead of meetings. Rather than scheduling a meeting, you post a status update in Slack, record a Loom video, or create a decision document that people review and comment on at their convenience.
How do you reduce meetings without hurting communication?
Replace meetings with structured async alternatives that provide better documentation and flexibility. Use daily written updates instead of standups, Loom videos for explanations, and decision documents with async comments for discussions that need input but not real-time conversation. Keep meetings only for genuine collaboration, difficult conversations, and relationship building.
Can async communication work for small teams?
Async works especially well for small teams because it creates documentation and processes that help with scaling. Even with 5-10 people, replacing status meetings with written updates frees up 5-10 hours per week while creating a searchable record of decisions and progress that new hires can reference.
What tools do you need for async-first communication?
Start with tools you likely already have: Slack for updates, Loom for video explanations, Google Docs for decision documents, and email for formal communication. The key isn't fancy tools—it's establishing templates, standards, and communication norms so everyone knows where information lives and how to share it.
How long does it take to transition to async communication?
Most teams see significant results within 30 days using a phased approach: Week 1 audit meetings, Week 2 start canceling and converting, Week 3 expand and refine, Week 4 measure results. Expect to cut meeting time by 40-60% in the first month with continued improvement as async habits solidify.
What meetings should you keep even with async-first approach?
Keep one-on-ones for coaching and relationship building, collaborative problem-solving sessions for complex challenges, difficult conversations that require tone and empathy, relationship-building meetings for team bonding, and crisis response for time-sensitive coordination. These represent roughly 30% of typical meeting loads—the rest can and should go async.
Meetings Are a Tax
Every meeting is a tax on everyone's time.
Some taxes are necessary. Most meetings aren't.
Default to async. Write things down. Record videos. Use documents for decisions.
Meet when it's the right tool—not because it's the default.
Your calendar (and your sanity) will thank you.
For more on building efficient operations, see our guides on workflow optimization and process automation.
Need help optimizing your team's communication? Cedar Operations designs efficient operational systems. Let's discuss your needs →
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