If we are doing a meeting to discuss a problem and the solution, a good alternative would be to share a document. The document should clearly explain: What we are doing? (To understand the problem and context) Why we are doing? (Context around why this is important and use cases) How are we solving it? (Propose a clear and concise solution) Once the document is shared we can have the following scenarios: Accept the solution : Next step - No meeting required Reject the solution : Next step - Propose a new solution. Run the same process or have a meeting to discuss the two solutions. Suggestions : Next step - The owner can decide to accept/reject suggestions. Doubts/questions : Next step - Depending upon the question, answer it in the doc or continue with the meeting. This is actually not a complete replacement for meetings but adding this step may help reduce the number of meetings.