When is it okay to push back on a meeting invite

It's reasonable to push back when the invite has no agenda or clear outcome, when you're not a decision-maker or contributor, or when it conflicts with a high-priority deadline or a deep work block. Also push back on recurring meetings where you're not getting value, anything outside your working hours or time zone, or when the topic is pure status that could be handled async. A quick check is: can you name the decision being made, the input needed from you, and why it can't be done in a doc or Slack thread? If the answer is no, you're safe to ask for clarity or suggest an asynchronous update. For one-way updates, ask to be moved to optional and request notes or a recording instead.

Be polite but specific: try something like 'What decision are we making and what do you need from me? Happy to add comments in the doc and skip live if that works.' Offer alternatives or constraints: propose a 15–25 minute timebox, suggest a smaller attendee list, or delegate a teammate who can represent your area. If you need a different time, use the tool's features and add context: in Outlook choose Propose New Time on the meeting request; in Google Calendar open the event and click Propose a new time; include a note like 'heads-down on X until 2 pm'. For recurring invites, ask to be removed until the topic is active for you, or confirm you'll attend only the first 10 minutes for your update. If pushback might be sensitive, align with your manager first so your priorities are backed, and keep your response about tradeoffs and outcomes, not personal preference.

Push back anytime the invite can't answer two questions: what decision is being made, and why you specifically are needed. If there's no agenda, decline. If you're buried under a real deadline or customer impact, that takes priority; say so plainly. "Optional" means you skip unless someone explains the need. If it's just status, move it to a doc or email. Default 60 minutes for a 10‑minute topic? Ask for 15. Recurring sessions with no outcomes after a couple rounds should be paused until someone can justify them.

Be direct and offer an alternative so you don't look obstructive: a short written update, questions in a shared doc, or a 15‑minute huddle later. Call out time‑zone nonsense and ask for a humane slot. If a leader insists you attend without a purpose, put it back on them: what decision will be made that needs your input, and what happens if you don't attend.

When there's no agenda, no clear decision owner, or you're listed as optional with no explanation, push back. If you're double-booked against a hard deadline or customer work, that wins; ask for notes instead. Recurring invites that produce nothing after two rounds get a timeout until the purpose is reset. Time‑zone-hostile slots, 60‑minute blocks for 10‑minute topics, and status updates that could be async all qualify. When you do push back, request an agenda, propose async, or ask to shorten and tighten — you're optimizing, not rebelling. If they still insist, ask what decision needs your presence.