Chapter 2 - To Meet or Not to Meet... That is the Question Flashcards
How can chunking your communication time increase productivity?
By grouping emails, chats, and meetings into 2–3 focused time blocks per day, you reduce context-switching, preserve deep work time, and allow your brain to reset between cognitively demanding tasks.
What’s one practical step you can take to reduce distractions from digital messages?
Use “Do Not Disturb” status on chat tools, mute notifications, or log out entirely during deep work blocks. You can also set up an autoresponder explaining your availability and response time.
What should guide your decision between sending an email or scheduling a meeting?
The complexity and urgency of the conversation. Use meetings for complex, nuanced discussions that need back-and-forth. Use email for simple, clear information sharing.
Why do virtual meetings often feel inefficient—and how can you fix that?
Meetings lack focus when they’re scheduled without a clear goal or agenda. Fix it by sending an agenda in advance with goals, time allocations, and background info.
What’s the danger of over-optimizing email or chat messages?
Over-crafting wastes time. Instead, prioritize clarity over perfection and remember that most recipients don’t expect perfect or instant responses.
How can you use “perspective taking” to reduce stress about message timing?
Most people overestimate how fast others expect a reply. When you pause and consider their likely expectations, you realize that a 24-hour response time is usually fine.
What email strategy can reduce urgency bias for your team?
Add lines like “No need to respond until next week” to clarify expectations and help set a healthier, more realistic pace for replies.
What’s the best approach for a virtual brainstorm session?
Have individuals brainstorm asynchronously and submit ideas anonymously. Then, use a real-time video or audio call to evaluate and choose ideas.
What lesson does the “Wikipedia” and “Ruby on Rails” example teach about virtual productivity?
Asynchronous virtual collaboration can be more productive than real-time meetings, especially for large-scale, expert-driven tasks across different locations.
What is “email urgency bias,” and how can you combat it?
It’s the false belief that others expect immediate responses. Combat it by setting boundaries, using autoresponders, and normalizing delayed replies.
Why might responding slowly (within reason) actually help your reputation?
Delayed responses can signal authority and control over your time—used sparingly, this shows you’re focused on higher-impact work.
How can leaders reduce wasted time in meetings?
Only invite people essential to the agenda, emphasize problem-solving, and eliminate calendar clutter (e.g., like Shopify’s meeting cost calculator or no-meeting Wednesdays).
What does the “urinal study” teach us about productivity and accountability?
Just like proximity affects behavior, having a peer or accountability partner can improve follow-through on virtual productivity habits.
When does multitasking with communication tools hurt your effectiveness?
Constantly switching between email, chat, and meetings reduces focus, increases burnout, and undermines actual task completion. Mindfully separate communication from core work.
What strategy can help prevent your message from being ignored or delayed?
Take initiative: set communication norms with your team (e.g., expected response windows, urgent message protocols) and clarify message importance in subject lines or headers.
How can virtual communication enhance productivity when used correctly?
It allows rapid, global collaboration (like Wikipedia and the Arab Spring), removes location constraints, and speeds up decision-making—if used intentionally.
