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Make Meetings Less Hateful And More Productive

Make Meetings Less Hateful And More Productive

When many people envision meetings, they picture a boss or supervisor spouting off demands and statistics for an extended period of time while employees stare mindlessly toward the head of the room. These meetings can be an enormous waste of time if bosses don’t involve employees, and the employees lack focus and dedication to the completion of a specific agenda. But when meetings are interactive, focused, and well-scheduled, they can be incredibly productive. Three aspects to focus on when putting together an office meeting are:

1. Making them memorable

Each meeting should stand out on its own in order to make it unique and worth remembering. Schedule meetings for odd times, such as 9:17 rather than 9:15 or 9:30. Communications manager of TINY Pulse Neal MacNamara explains that consistently scheduling meetings at 8:48 has “eliminated tardiness almost completely” within his company. Such a simple change will keep employees on their toes the morning of the meeting, and no one will come in dragging their feet a few minutes late.

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Use ice breakers to begin the meeting, but have them relate directly to the current agenda. Give employees time to get their thoughts out into the air, so they’re not afraid to speak up when the discussion swings toward the topic they were talking to a colleague about minutes earlier. This “connection before content” method has allowed employees at LivePerson to get to know each other better, and feel more comfortable speaking up about an issue they had been facing.

Josh Neblett, cofounder and CEO of the e-commerce company Etailz, believes the final 5-10 minutes of a meeting should be used for any questions or concerns that may have arisen throughout the meeting. Rather than telling employees to “come see me in my office if you have any questions,” this deliberate time is set in order to confront problems head on. This is especially effective because it’s likely that more than one person has a similar question, and the leader of the meeting can get the answer out to everyone right away rather than answering it individually five different times.

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2. Making them effective

All meetings should have a specific agenda that dictates exactly what topics will be discussed. CEO of Brivo Steve Van Till created “No Re-hash” ping pong paddles for all employees to use throughout a meeting when someone brings something up that has either already been discussed at length, or will detract from the agenda at hand. Instead of belaboring the point or wasting time saying “We’ve already talked about this, but if you have any questions…”, other members of the meeting can simply raise the paddle, and the speaker will know to save what he has to say until he can speak with the boss privately.

Other offices have implemented punishments for coming in late to meetings. These punishments aren’t severe; rather, they are humorous and embarrassing ways to deal with interruptions and tardiness. One company forces latecomers to walk in singing a nursery rhyme or other song, which, of course, makes them uncomfortable when the focus shifts from serious business to such a menial interruption. Another company has implemented a policy which forces employees to donate to the company charity if their cell phone goes off and interrupts a meeting. These detractors certainly work more than any actual discipline would while still maintaining a high sense of employee morale.

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3. Making them short

Everyone likes short meetings, right? Well, all meetings could be short if the time is used effectively. While employees should be held accountable for their timeliness and attentiveness during meetings, the person who called the meeting is the one who needs to have effective time management skills in order to be effective. Having (and sticking to) a clear, concise agenda is the first step in putting together a meeting that doesn’t overstay its welcome. Many companies implement a thirty-minute timer, knowing that people are hard-wired to be able to focus for only 25-30 minutes at a time, and anything over that time period will go in one ear and out the other. You may also consider ‘punishments’ have been implemented for running over time, such as donating to the company charity or holiday party jar. This way both attendees and the people running the meeting have to adhere to the time restriction.

Conclusion

Meetings have a bad rap because they often detract from a company’s productivity, which is the exact opposite of what they’re supposed to do. Like all other progressive and innovative measures taken in the business world today, revamping the structure of meetings by thinking outside the box allows leaders to make efficient use of meetings, and makes sure employees get the most out of them.

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Featured photo credit: 140811-N-AF077-043 / Ash Carter via farm4.staticflickr.com

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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