Know when to email vs. when to meet. Logistics are best handled

Opening Scene – Narrated by Host

The sun had just begun to dip beneath the horizon, casting a soft amber light across the office. The glow of the computer screen was the only other light in the room, the rest of the office bathed in quiet shadows. Jack sat at his desk, his fingers lightly resting on the keyboard, staring at the screen with a kind of frustration that had settled in over the course of the day. The day’s tasks had piled up, and he felt like he was being pulled in a dozen different directions.

Across from him, Jeeny was sorting through a pile of papers, the sound of her movements quiet against the otherwise still atmosphere of the room. She paused every so often to glance up at him, sensing the tension in his posture. There was something unspoken hanging in the air, and it was clear that the feeling of being overwhelmed was settling on him in waves.

Host: The familiar rhythm of work had shifted, and it seemed the right time for a conversation to cut through the clutter.

Jeeny: Her voice was gentle, though there was a quiet precision to it. “Jack, I came across a quote today that made me think of you. It’s from Justin Rosenstein. He said, ‘Know when to email vs. when to meet. Logistics are best handled over a non-immediate communication channel like email or Asana tasks. Detailed status meetings will suck the life out of your day.’ What do you think about that?”

Jack: His eyes flickered up from the screen, meeting hers for a moment. There was a slight smile, but it felt more like a reaction to the truth of her words than anything else. “You’re telling me, Jeeny. I’ve been in so many meetings lately where the details just drag on and on. It’s like they’re endless, just looping back and forth, and I leave feeling like I’ve wasted hours that could’ve been spent doing something useful.”

He rubbed his face, a sense of exasperation coloring his voice. “And don’t get me started on the constant emails. I’m buried under a pile of them, half of which could’ve been avoided if we just had a simple meeting. But, then again, half the meetings end up being a waste of time too. It’s like there’s no clear line anymore between when to handle something quickly or when to have a full discussion.”

Jeeny: She leaned back in her chair, her gaze steady but understanding. “I think that’s the point, Jack. We’ve all gotten so used to constant communication, to responding immediately, whether it’s an email or a quick meeting. But there’s something about timing, about knowing when a task can be delegated, or when it can be handled asynchronously. Emails and tools like Asana can clear up so much mental clutter because they give us a place to track everything without needing to meet every time a question arises.”

She paused, letting the thought settle. “When you’re bogged down in too many meetings or constantly firing off emails, it’s easy to lose focus on the big picture. I think it’s about balance. Some things require more thoughtful, immediate attention. Others can be addressed more effectively through written communication that lets you manage things at your own pace.”

Jack: He nodded, his expression slowly shifting from frustration to understanding. “I see what you mean. It’s almost like we’ve lost sight of how to optimize our time, how to choose the best tool for the task. Some things just need a quick email, others need face-to-face interaction. And somewhere in between, there’s a better way of doing things that doesn’t leave us drowning in endless communication.”

He leaned back in his chair, his fingers tapping against the desk as he processed the idea. “The meetings that feel the most draining are the ones where we’re not making decisions, where we’re just going over the same things repeatedly. It’s like we’ve lost the purpose of meetings — they’re supposed to be about action, not just status updates.”

Jeeny: Her voice was calm, but there was an unmistakable edge to it, a sense of clarity she brought to the discussion. “Exactly. If you need to discuss something or make a decision, meet for that. But status updates, project tracking, logistics — those can all be done in a more efficient, asynchronous way. Email or a task list gives you time to think, to reflect, and respond when you’re ready. It’s about finding the right balance between immediacy and strategy.”

She paused, her tone turning more compassionate. “You’re already doing the hard work, Jack. You just need to figure out a way to not let the little stuff eat away at your time. Choose when to email and when to meet, and give yourself permission to step away from the endless cycles of unproductive communication.”

Jack: A small smile tugged at the corner of his lips as he leaned forward, the tension in his posture easing. “I think I’ve been caught in that trap for too long. Trying to be everywhere, trying to answer everything immediately, feeling like I have to respond now. But you’re right — the constant flow of emails and meetings doesn’t help. It just makes the whole thing feel like a constant rush.”

His voice became more thoughtful, almost as if he were speaking to himself. “Maybe it’s about taking a step back and realizing that the world won’t end if I don’t reply to an email within five minutes. It’s okay to be more intentional with my time, to make meetings more productive and not just reactive.”

Jeeny: She smiled, a soft sense of satisfaction in her eyes. “Exactly. Time is our most valuable resource. And being mindful of how we spend it is the key to staying focused and maintaining our energy. You can’t do everything at once, and you don’t have to. The important thing is learning how to manage the flow of tasks, using the right tools, and giving yourself the space to think and be present.”

Host: The air in the room had shifted, the weight of their conversation settling into something lighter, more focused. Outside, the evening had deepened, but inside, Jack seemed to have found a new sense of clarity. The endless cycle of emails, the draining meetings, no longer seemed so insurmountable. It was about choosing the right moments to connect, to communicate, and to step back when needed.

The world outside hummed, the city alive with its own rhythm. But inside, Jack knew that the real work lay not just in doing but in choosing how to do it — and when to make the best use of time, energy, and focus.

End Scene.