We’ve all been there: You log into a meeting, only to realize it’s just a 30-minute monologue of information that could have been summarized in a two-line email. The phrase “This could have been an email” has gone from an office joke to a painful reality for many professionals, especially in remote and hybrid work environments.
Meetings are an essential part of collaboration, but when overused or mismanaged, they become a major productivity drain. In fact, professionals have in general 25.6 meetings per week, with a significant portion of them being unnecessary. The key to effective communication isn’t more meetings — it’s smarter processes. That’s where Rocketta’s tools for SharePoint come in, helping organizations streamline internal communication, manage their intranet efficiently, and make collaboration seamless.
Let’s talk about how Rocketta’s Doodle for SharePoint, instant messaging tools, and structured internal workflows can end the cycle of pointless meetings while improving overall efficiency and business performance.
The True Cost of Inefficient Meetings
Time spent in unnecessary meetings isn’t just an annoyance — it’s a measurable business expense. Research shows that businesses lose millions in productivity due to excessive meetings, with employees often spending 50% of their workweek in discussions that don’t contribute to tangible outcomes.
Key Business Impacts of Meeting Overload:
✅ Reduced Productivity: Employees are pulled away from deep work, causing disruptions in execution.
✅ Increased Operational Costs: Wasted time in meetings means wasted salary dollars.
✅ Employee Burnout: Too many meetings reduce focus time, leading to stress and disengagement.
✅ Delayed Decision-Making: Important tasks are often postponed due to excessive discussions.
By optimizing meeting culture and internal processes, businesses can boost efficiency, improve employee morale, and reduce operational costs—all while maintaining seamless communication.
Why It’s Time for Doodle for SharePoint
Have you ever spent more time scheduling a meeting than actually being in it? The email back-and-forth to find a time that works for everyone is a frustrating waste of time. Rocketta’s Doodle for SharePoint makes scheduling effortless by automatically finding the best time for all participants—no endless email chains required.
Optimize SharePoint Use Case: Streamlining Cross-Department Scheduling
A large enterprise company has multiple departments collaborating on projects, often struggling to find a common meeting time due to conflicting schedules. By integrating Doodle for SharePoint, the company automates the scheduling process, instantly identifying optimal meeting slots, reducing wasted time, and ensuring project timelines stay on track.
Why use Rocketta’s Doodle for SharePoint?
✅ Eliminates scheduling back-and-forth
✅ Integrates directly into your SharePoint environment
✅ Helps teams find time without disrupting everyone’s workflow
✅ Increases productivity by 30% due to reduced scheduling friction
Instead of playing calendar Tetris, employees can focus on getting real work done. And let’s be honest—some of those “essential” meetings probably don’t even need to happen.
Not Everything Needs a Call – Use Teams for Quick Chats
With remote work, the casual hallway chat has been replaced by formal Zoom calls that take up time and energy. But let’s be real: not every conversation needs a meeting. A quick message via Microsoft Teams can often achieve the same result without the disruption.
🚀 Instead of: Scheduling a 30-minute call to “touch base.”
💡 Try: Sending a quick Teams message or using an asynchronous tool like SharePoint discussions.
Optimize SharePoint Use Case: Fast Internal Support
A global IT company implemented Rocketta’s Teams integration for SharePoint, allowing employees to send instant queries to subject matter experts instead of scheduling unnecessary calls. This reduced internal IT support resolution times by 40% while keeping employees productive.
Live calls should be reserved for brainstorming sessions, complex discussions, or major decision-making. If it’s a simple question or status update, skip the meeting and type it out instead. Your coworkers will thank you.
If You’re Just Notifying People, Send an Email Instead
One of the biggest meeting mistakes? Using meetings to simply relay information. If there’s no discussion or collaboration needed, an email is the better choice.
🔴 Meetings should be for: Decisions, brainstorming, problem-solving, and interactive discussions.
🔵 Emails should be for: Announcements, status updates, and anything that doesn’t require immediate input.
Optimize SharePoint Use Case: Enterprise-Level Communication Efficiency
A multinational corporation used to hold weekly all-hands meetings for company updates, costing hundreds of hours in lost productivity. After implementing Rocketta’s SharePoint Email Automation, announcements were sent asynchronously, leading to a 50% reduction in meeting frequency and more time spent on high-impact work.
Every time you schedule a meeting, ask yourself: Would this be just as effective as an email? If the answer is “yes,” step away from the calendar and hit send instead.
Set Your Internal Workflows Right – The Key to Efficient Collaboration
Inefficient internal processes are a major cause of meeting overload. When teams don’t have clear workflows, employees default to meetings as a way to compensate for poor documentation and disorganized communication.
Why to Optimize SharePoint or why to set up your internal processes properly in SharePoint:
✅ Use structured workflows – Define approval processes and responsibilities so there’s no confusion.
✅ Leverage Rocketta’s SharePoint Wiki – Document company policies, FAQs, and best practices to reduce repetitive questions.
✅ Automate repetitive tasks – Minimize unnecessary manual work and meeting dependency.
✅ Keep your intranet organized – A cluttered SharePoint site leads to more meetings just to figure out where things are stored.
Optimize SharePoint Use Case: Automating Approval Workflows
A financial services firm implemented Rocketta’s automated SharePoint workflows for client document approvals. Previously, they held weekly approval meetings — now, decisions are logged and automated within SharePoint, cutting approval time from 5 days to 1 day.
When workflows are clear and accessible, employees don’t need constant meetings to get work done. They can find the information they need on their own.
The Bottom Line: Fewer Meetings, More Productivity
By leveraging Rocketta’s SharePoint solutions, companies can cut down on meeting fatigue, improve efficiency, and reclaim their time for meaningful work.
🚀 Key Takeaways:
- Reduce unnecessary meetings with structured workflows and automated tools.
- Improve communication efficiency using Doodle for SharePoint and email automation.
- Enhance productivity and decision-making by leveraging AI-powered chatbots and a well-structured intranet.
🔍 Boost your organization’s efficiency today with Rocketta’s SharePoint solutions. Contact us to learn more!
