8 Apps That Replace Meetings
Meetings are one of the biggest productivity killers in modern work. Save hours every week
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Studies and surveys consistently show that professionals spend 10–20 hours per week in meetings, and many of those meetings could have been replaced with simple updates, short recordings, or collaborative documents.
For remote teams and even those in the office, replacing meetings with asynchronous tools can dramatically increase productivity.
In this guide, we’ll look at apps that help teams communicate, share updates, and collaborate without scheduling endless meetings.
Loom
Replace status meetings with quick videos.
One of the simplest ways to eliminate meetings is by sending short video updates instead.
With Loom you can record your screen and camera at the same time, allowing you to explain ideas, show progress, or walk through a problem without scheduling a call.
Instead of: “Let’s jump on a quick call” …You can just record a 2-minute video and send it instantly.
Use Loom to:
- Explain complex topics quick
- Show your screen while talking
- Teammates can watch anytime
Featured Video
Have a look at this introduction video from Loom
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Slack
Replace status meetings with quick videos.
Many meetings happen simply because teams need a fast way to ask questions.
Use Slack to:
- Have quick conversations
- Create threaded discussions
- Share files
Instead of scheduling a 15-minute meeting, a team member can simply ask a question in the appropriate channel.
This dramatically reduces interruptions during the workday.
Featured Video
Have a look at this introduction video from Slack
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Notion
Replace your planning meetings with Notion. Brainstrom ideas and find the best people for the task.
Many planning meetings exist just to organize ideas and share updates.
Notion replaces these meetings by providing shared documents and project dashboards where everyone can collaborate asynchronously.
Use Notion to:
- Track projects
- Share updates
- Comment on ideas
- Create documentation
Instead of a weekly planning meeting, teams simply update the project page.
Featured Video
Have a look at this introduction video from Notion
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Click-Up
Having meetings to assign tasks and track progress? Replace with ClickUP.
Project management tools reduce the need for constant status meetings.
Use ClickUp to:
- Assign tasks
- Track progress
- Leave comments
- Update project status
This means team members can see what everyone is working on without asking in a meeting.
Many startups replace their weekly project update meetings entirely with tools like ClickUp.
Featured Video
Have a look at this introduction video from ClickUp
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Asana
Replace team coordination meetings
Asana focuses heavily on workflow visibility.
Use Asana to see:
- What needs to be done
- Who is responsible
- When it is due
This reduces the need for coordination meetings where people ask:
“Who’s doing this?”
“What’s the status?”
Instead, the information is already available in the project board.
Featured Video
Have a look at this introduction video from Asana
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Miro
Replace brainstorming meetings
Miro replaces them with collaborative whiteboards where team members can contribute ideas asynchronously.
People can add:
- Sticky notes
- Diagrams
- Comments
- Visual workflows
Instead of forcing everyone into the same meeting time, ideas can evolve over hours or days.
Featured Video
Have a look at this introduction video from Miro
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Basecamp
Replace multiple types of meetings
Basecamp combines several async tools in one place. Use it to create:
- Message boards
- To-do lists
- Schedules
- Shared files
Instead of scheduling separate meetings for planning, updates, and coordination, teams can manage everything within the platform.
Featured Video
Have a look at this introduction video from Basecamp
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
Otter.ai
Okay, have your meeting, but only some need to attend – no note taking listeners.
Sometimes meetings exist simply to capture important information.
Otter records conversations and automatically generates transcripts and summaries.
This allows:
- Quick documentation
- Searchable meeting notes
- Shared summaries
Even if a meeting happens, fewer people need to attend.
Featured Video
Insert here
Disclaimer: This has not been produced by Productivity Fuel. To see more from this channels, select the icon in the top left of the video.
What Reddit users say
“My #1 tip is using Loom to record videos in place of some meetings… it’s been the biggest driver in cutting down meeting time.”
Instead of scheduling meetings to explain something, this user records a short video and sends it to teammates. This lets people watch the explanation whenever they have time, rather than interrupting everyone’s day with a live meeting.
“Async chats beat long meetings every time. Quick written input scales way better.”
The user is saying that written updates in chat or project tools are often more efficient than meetings. Instead of spending 30 minutes discussing something in a meeting, a short written update can share the same information much faster.
“Writing things down in Notion instead of talking about them in meetings has been a game changer for our team.”
Rather than discussing ideas in meetings, the team documents plans and updates in Notion. This allows everyone to review information at their own pace without needing a meeting.
“Most meetings exist because nobody wrote the information down. When it’s documented, meetings disappear.”
This user believes that many meetings happen simply because information isn’t documented properly. Tools like Basecamp encourage written updates, which reduces the need for meetings.
Conclusion
Which is best for you?
App
Key Strength
Loom
Record screen + camera explanations
Slack
Organized channels and threaded conversations
Notion
Central knowledge base and project pages
ClickUp
Detailed project tracking and status visibility
Asana
Clear task ownership and deadlines
Miro
Visual diagrams and idea boards
Otter.ai
Automatic meeting notes and summaries
Basecamp
Combines message boards, tasks, and files in one place
The right one for you
Pricing
App
Price
Loom
~$15–$20 per user/month
Slack
~$8–$15 per user/month
Notion
~$8–$15 per user/month
ClickUp
~$7–$12 per user/month
Asana
~$10–$25 per user/month
Miro
~$8–$16 per user/month
Otter.ai
~$8–$20 per user/month
Basecamp
~$299/month for whole team
Pricing note: Most of the tools listed above are available globally and offer pricing in multiple major currencies. Pricing may vary depending on your region and is subject to change. For the most accurate plan details and current pricing, please refer to the official pricing pages linked above.
What We recommend
There isn’t a single tool that completely replaces every type of meeting. In practice, most teams reduce meetings by combining a few asynchronous tools that handle different communication needs. For example, many teams use Loom for quick explanations, Notion for documenting decisions and plans, and tools like ClickUp or Asana to track work and progress. Together, these tools make it possible to share updates, collaborate, and move projects forward without scheduling constant calls.
However, if we had to recommend one tool that would save most companies the most time, it would likely be Loom. Many remote workers on Reddit and in productivity communities repeatedly mention that recording a quick Loom video often replaces both meetings and long email threads. Instead of gathering everyone on a call, someone can simply record a short explanation and share it with the team. This approach allows people to watch the update whenever they have time, which eliminates scheduling delays and interruptions. For teams trying to reduce meetings quickly, replacing just a few recurring calls with short async videos can immediately free up hours of focused work every week.