Three Ways to Make Meetings More Productive
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PROJECT OF THE WEEK
Three Ways to Make Meeting More Productive
A few weeks ago, we discussed the value of having weekly family meetings in order to help even the most organized parents feel less overwhelmed and overworked.
Meetings often feel like a necessary evil. But they don't have to.
By putting a little thought, structure and intention into your meetings, they can become a fun and effective way to collaborate and move projects forward.
Before we discuss how to make meetings more productive, we need to recognize that every meeting doesn't necessarily need to remain a meeting.
Getting Started
We’ve all seen the memes on social media with the caption: This could have been an email.
But really, can the problem you are working to solve, be accomplished with a simple, straightforward email or phone call?
Don't be afraid to ask the question, "Is this meeting even necessary?"
Okay, you’ve decided a meeting is necessary. Here are three ways to stay on topic and on target for a productive meeting:
1. Set Time Limits on your Meetings
However long you set a meeting to last, is how long it will last. A 60-minute meeting is often no more effective than a 30-minute meeting. In fact, it may be less effective.
Consider what you need to accomplish in the meeting and then set the time. If you feel like you do need an hour to meet, it may be more effective to set the meeting for 45 minutes and then give everyone the last 15 minutes to type up what their action items are and take care of some immediate follow-ups.
This strategy can be great for phone calls too. If you need to call someone that can be challenging to get off the phone, let them know right off the bat that you only have 15 minutes to chat before your next commitment.
2. Create an Agenda
Regardless of whether you are running the meeting or just attending, it's important to write down both your questions and your objectives for the meeting. This will assure that you get what you need from the time you dedicated to the meeting.
3. Be Present for your Meetings
Don't multitask. Meetings are not a time to answer emails or work on other things. When we multi-task, we are clearly not present for the meeting we are attending and we are simultaneously not accomplishing other quality work.
PRO Tip: If a meeting is necessary, how often should you meet?
Is having a daily 45 Minute Team Meeting with your employees the best way to check in? Or is there a better way to be aware of what your employees are working on and how you can support them? Maybe the 45 Minute Daily Team Meeting turns into a 15 Minute Daily Team Huddle that is focused on building relationships and morale. In addition, you schedule Weekly 1:1 Meetings with each employee.
Depending on where you work, who your boss is, and how much control you have over your role will affect how much you can shape your work day. Remember - it’s always important to manage up, too.
Ready to Get Started?
If you feel excited about implementing this strategy and want some additional accountability and support to get started, the It’s All in the Planning Starter Pak was designed for you!
A Note from Happy Spaces
The goal is to add value to your life. If you think this project will add value:
Estimate how long you think it will take. I would recommend doubling the time you estimate.
Look at your calendar over the next week and pick a date and time to get started.
Make an appointment on your calendar for the estimated time.
If you estimate that completing this project will take longer than one hour, I recommend doing it over multiple days. This will support you in getting started!
Prior to starting this project, take a few minutes to make a step-by-step list of EVERY action you need to take to complete this project.
It's not all or nothing. You can choose to implement only the parts of this project that add value to your life.
An Accountability Partner can be a great support in following through on your goals and commitments.
We understand how challenging it can be to implement new habits and systems. For additional support please go to HappySpacesBySarah.com.
Creating a life you don't need a vacation from! ®
Sincerely,
Sarah Weingarten
Meet Sarah
Growing up as the oldest of nine siblings in Upstate New York, I learned to use organization to create sanity among the chaos. Today, I work together with individuals, families, and small businesses to create habits, systems, and spaces that support their needs, goals, and dreams. Clients often refer to our work together as "life-changing" and "better than decades of therapy". What I love most about my work is the lasting impact it has on real people's lives. Nothing makes me happier than hearing the many success stories of clients I have worked with.