Why Meetings Are Broken (And What We Can Do Instead)

Imagine if every time you had a question or an idea, you had to stop what you were doing, walk into another room, and talk about it for half an hour with five other people. Sounds exhausting, right? That’s what most workplaces are doing — holding too many meetings, often without clear purpose.

Even Microsoft’s CEO, Satya Nadella, has pointed out that in a hybrid world (where people work in different places and time zones), copying the old “meeting for everything” approach just doesn’t work anymore.

Here’s the simple version: we don’t always need to talk about it live. Sometimes, it’s better to send a quick voice note, a short video, or a clear message people can read when it suits them. That’s called asynchronous communication — and it helps people stay focused, save time, and get better work done.

This article is about the tools that help make that happen — without needing a tech degree to use them.

1. Voice Notes — Quick, Clear, and Human

Sometimes a voice message is faster, clearer, and friendlier than any email. Whether it’s WhatsApp, Messenger, SMS, or Microsoft Teams, voice notes are my go-to for quick check-ins or explanations.

When I use it: To keep the tone friendly, explain things that don’t need a reply, or reply while walking between meetings.

Why it’s great: Adds tone and emotion. You sound human, not robotic.

2. Loom — For When You Can’t Be Bothered Typing an Essay

Ever tried to explain something over email and it turned into a novel? Loom lets you record short videos where you talk and show your screen. It’s like sending a voice memo and a tutorial in one.

When I use it: To explain ideas, walk through documents, or give updates without booking a meeting.

Why it’s great: Saves time. No back-and-forth. People can watch when it suits them.

3. Fathom — The Meeting Sidekick You Didn’t Know You Needed

Fathom records, transcribes, and highlights your Zoom meetings. You get instant summaries and can even share key moments with others.

When I use it: Any time I’m on Zoom and don’t want to take notes.

Why it’s great: You can focus on the conversation instead of scribbling or typing. Total game-changer.

4. RUMIX.IO — Streamlined Scheduling and CRM in One

RUMIX.IO is my go-to platform for scheduling meetings, automating workflows, and managing client relationships. It replaces tools like Calendly and Trello by giving me one central hub for all of it.

When I use it: For client bookings, automation, pipeline tracking, and keeping my business running smoothly.

Why it’s great: Everything’s in one place. I don’t need five different apps to do my job anymore.

Final Thought: Use Tech to Remove Friction

These aren’t fancy tools for tech nerds. They’re simple systems that remove blockers, reduce meetings, and keep communication clean.

Start with one. Test it. Keep what works.

Because real productivity isn’t about doing more. It’s about doing things in a smarter, more human way.

What awesome tools do you use to increase your productivity? I would love to know!