2.1 ‘Meeting or email’ scenarios
Activity 3 invites you to explore some ‘meeting or email’ scenarios – use the decision tree from Activity 1 to guide your thinking.
Activity 3 Meeting or email scenarios
Based on the decision tree from Activity 1, select the best option for each situation.
a.
Schedule a brief meeting with a clear goal and a time limit, using a time slot that suits most of the team.
b.
Send a detailed email and wait for individual responses before the deadline.
The correct answer is a.
Feedback
In urgent situations that require consensus, a brief meeting with clear moderation and respect for everyone’s time is more efficient. Using synchronous channels allows for real-time clarification and collective decision-making. Make sure to offer alternatives if someone cannot attend, such as recording the meeting or by sharing a summary.
a.
Organise a meeting to explain the information.
b.
Send a document or presentation with a summary and visuals by email, leaving room for follow-up questions.
The correct answer is b.
Feedback
When there is no need for discussion or decision making, asynchronous communication (email, presentation, video) allows each person to manage their time flexibly. This respects different working styles, personal responsibilities and time zones.
a.
Have an in-person meeting with the entire team.
b.
Use an instant messaging tool or form where everyone can share their input at different times to gather feedback.
The correct answer is b.
Feedback
Using asynchronous channels promotes inclusion, especially for people with flexible schedules, different time zones or caregiving responsibilities. It also supports those who prefer to reflect before sharing their thoughts, encouraging a greater diversity of ideas.
a.
Organise a video call with the client.
b.
Send a detailed explanation by email.
The correct answer is a.
Feedback
Sensitive or complex issues are better addressed in real time to build understanding and avoid miscommunication. A video call allows for clarification, interpretation of nuances and building trust.
a.
Schedule an interactive meeting with a moderator.
b.
Ask each member to send their ideas by email before a final discussion.
The correct answer is a.
Feedback
Brainstorming thrives in interactive spaces that foster creativity. To ensure inclusivity, the unit should have careful moderation, ensure speaking turns and use visual tools that facilitate participation from everyone, including those joining remotely.
a.
Send a quick message to coordinate actions.
b.
Call a meeting with representatives from each area to coordinate actions immediately.
The correct answer is b.
Feedback
When alignment between multiple departments is required, a well-led meeting allows for quick coordination of actions and clarification of doubts. Make sure to invite only key people, maintain a clear focus, and document decisions for those who cannot attend.
a.
Organise a meeting to review the points and clarify roles and responsibilities.
b.
Send an email explaining each team’s responsibilities and asking for confirmation of receipt.
The correct answer is a.
Feedback
When there is conflict or tension, real-time, face-to-face communication is especially valuable. Direct contact allows for the perception of body language, tone of voice and other non-verbal cues that help prevent misunderstandings and build stronger agreements. Additionally, it helps people feel heard and understood, which contributes to reducing tension. It is essential that the meeting fosters a respectful and inclusive environment where all perspectives are valued.
a.
Hold a brief meeting to assign tasks, clarify doubts and answer questions on the spot.
b.
Send an email with individual assignments, deadlines and responsibilities.
The correct answer is a.
Feedback
Assigning tasks in a meeting ensures mutual understanding and helps identify potential conflicts or dependencies. It also creates a sense of shared commitment. You can complement this with a summary email to reinforce what was discussed.
a.
Hold a meeting to review the report together and discuss changes in real time.
b.
Create a shared document with clear instructions and send the link by email so each person can review and comment according to their availability.
The correct answer is b.
Feedback
Facilitating asynchronous collaboration allows each person to provide feedback at a time that best suits them, respecting different schedules and responsibilities. Additionally, centralising comments in a shared document makes it easier to consolidate observations. On the other hand, a meeting can be useful for quick clarifications but may limit participation from those with tight schedules or working across different time zones.
Feedback
Applying the decision tree not only optimises communication and organisational efficiency, but also promotes inclusion and equity, particularly for those with greater caregiving and social responsibilities, including many women.
Explicitly choosing between a meeting or an email can make a significant difference in wellbeing, productivity and fairness in the workplace.
2 Reflecting on gender and time