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How to Kill Endless Meetings and Stay Productive

How to Kill Endless Meetings and Stay Productive

We’re in the middle of a meeting epidemic. Executives now spend an average of 23 hours a week in meetings, with 71 percent reporting that those meetings are generally unproductive and inefficient.[1]

Despite their drawbacks, meetings remain an integral part of any modern workplace. The rise of office silos and remote workers make regular check-ins an absolute must for keeping everyone on the same page. Meetings aren’t going away anytime soon, so how can we work to cut down on their time and productivity drains?

Unfortunately, there’s no easy answer to this question. While it’s impossible to take one simple step to eliminate meeting waste, you can start considering your meetings not as routines, but as investments. Instead of regularly planning and attending meetings thoughtlessly, think beforehand about how you can get the greatest ROI on the time you spend effectively meeting with others.

If you’re looking to put an end to endless meetings and start having productive meetings in your workplace, here are a few places to start:

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1. Optimize Your Meetings in Advance

The single biggest cause of meeting overload isn’t ingrained habits or bad office policy; it’s bad meetings. Most meetings begin without any agenda to speak of, and directionless meetings are hardly meetings at all.

A meeting that accomplishes nothing is bound to simply lead to more meetings down the line. You can put an end to this cycle by scheduling valuable, productive meetings for your team.

Start by focusing on the purpose of a meeting. Every meeting you have should be necessary for your success, as well as your business’s and employees’ success. Moreover, meetings that cover too many topics or areas are likely to go over their planned time and alienate participants.

Remember, productive meetings only last as long as they absolutely need to. To train yourself to shorten meetings, you can use tools like “speedy meetings” if you learn more about google calendar. This allows you to automatically shorten your scheduled meetings by five minutes so you have time to get things done in between meetings.

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2. Make Your Meetings Democratic

Who schedules meetings in an office? Generally, executives and upper management are the ones who call meetings and set their agendas. While it’s important for those in charge to get their directives across to other employees, meetings that come directly from above aren’t going to be very engaging for everyone else.

Instead, try planning some meetings from the ground up. Deciding on a direction or general topic for a meeting before asking for concerns or questions from your employees goes a long way toward keeping people engaged in meetings, and meeting engagement is one of the best ways to keep meetings short but meaningful. Even something simple like an anonymous Google poll can give attendees the freedom to make their voices heard.

3. Invite the Right People

We’ve all been there — sitting in a meeting and silently wondering why we’re even there in the first place. Every minute someone spends in a meeting they don’t belong in is a minute wasted, and it even has the potential to drag down the efficiency of the meeting itself.[2]

One way of figuring out who belongs in a meeting — and who doesn’t — is to go back to the meeting’s focus. With the topic of the meeting in mind, think about who either would directly benefit from hearing that topic discussed or would have something meaningful to add to the discussion.

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Meeting attendance goes both ways, however. If, while deciding on the makeup of your next meeting, you leave out someone who should’ve been there, a significant amount of time could be wasted trying to catch that person up.

Make sure to think a bit outside the box when it comes to who really belongs in a meeting. If your design team is meeting, for example, it would probably be best to have a product manager and software engineer sit in to make sure that everything discussed is in line with other teams’ goals, too. Trends seem to support this theory.[3] The right guest list for a meeting now could save several future meetings later.

4. Use Digital Tools Instead

Technology like video conferencing has made meetings easier than ever, regardless of where participants are or what they’re doing. The proliferation of technology has also produced a new wave of apps that make it increasingly possible to drastically cut down on the number of meetings in your office.

Communication platforms like Slack let you create separate channels for people to chat. For some of your meetings, consider creating a dedicated Slack channel for that topic instead of hosting an in-person meeting. Ask the relevant questions you want answered, or start a discussion. Watch as a digital meeting takes place without anyone needing to fully stop working.

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Other collaboration apps like Trello let everyone see exactly what everyone else is working on, eliminating the need for constant check-in meetings. If there’s a certain type of meeting you’re looking to cut down on, search for software that can transfer the function of that meeting to a digital space.

Bad meetings are eating away at company revenue the world over, so it’s important to do what you can to get your office’s meeting schedule under control. By thinking about meetings as assets for your business, you can make the most of one of corporate America’s favorite pastimes.

More About Productivity at Work

Featured photo credit: Maranda Vandergriff via unsplash.com

Reference

[1] Harvard Business Review: Stop the Meeting Madness
[2] Harvard Business Review: How Working Parents Can Get the Most Out of Calendar Apps
[3] Hotjar: CX trends for 2019

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John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

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Last Updated on November 9, 2020

10 Good Habits to Have in Life to Be More Successful

10 Good Habits to Have in Life to Be More Successful

Habits are behaviors and patterns that you showcase by default. Many good habits to have will enable you to carry out crucial activities like taking a shower, brushing your teeth, and getting ready for work. 

Interestingly, you follow this routine every day without thinking twice. Your unconscious daily habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • Habits that you hardly notice as they have become a major part of your life, such as brushing teeth or getting dressed.
  • Good habits to have to be more successful, like eating healthy, exercising, and reading books.
  • Habits that are harmful, like procrastinating, smoking, or overeating.

Good habits are fundamental to becoming successful in life. Yet, as significant as habits are, some lack the knowledge of their capabilities.

While much of the emphasis falls on bad habits to break, it’s just as important to focus on good habits to have and cultivate in your daily routine.

Here, we’ll talk about 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to place yourself in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

2. Be Grateful for What You Have

It’s not uncommon to waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. The only strategy you have to stop focusing on your problems is to focus on what you have.

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Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Try writing a list of things you’re grateful for each day in a gratitude journal, or make it a habit to say one thing you’re grateful for when you sit down to dinner with your family.

3. Smile

Can you pause and smile before you continue reading this?

Now, here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile, or what’s called a Duchenne smile, is a good habit to have if you want to find spiritual, emotional, and mental peace of mind.[1]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. However, once you adjust yourself by putting on a smile, you begin to feel a new level of excitement and vibrancy.

4. Start Your Day With a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[2]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to “break your fast” with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles on a daily basis. You don’t have to run a marathon or lift tons of weights. You only need to engage in activities that oxygenate your blood and inject endorphins in your body, trying to squeeze in at least 15 minutes every day.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[3] He said:

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“I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.”

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time

Another good habit is the act of managing your time effectively. This goes a long way toward impacting your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life[4].

Good habits to have: Time management tips

    So how do you manage your time effectively?

    Here’s Jack Dorsey’s recommendation in one of the Techonomy events:

    “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

    And this is Dorsey’s weekly theme layout:[5]

    • Monday – Management
    • Tuesday – Product
    • Wednesday – Marketing and growth
    • Thursdays – Developers and partnerships
    • Fridays – Culture and recruiting
    • Saturdays – Taking off
    • Sundays – Reflection, feedback, strategy, and preparing for Monday

    No wonder he was able to run two companies when others were struggling with one job.

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    Check out more time management tips here: 7 Effective Time Management Tips To Maximize Your Productivity

    7. Set Daily Goals With Intentions

    Everyone has goals, whether they relate to business or personal life. The truth is, we’re all tending towards a particular direction. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that help you develop short-term goals that are essential for your success.

    Long-term goals may not give you the motivation you need to keep on, but when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

    Here’s the main truth: Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

    “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

    8. Seek Inspiration

    It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

    A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning (after meditation), watch some motivational videos, and let the story of great leaders inspire you.

    Establish what Anthony Robbins called the “hour of power.” Determine how many minutes you spend, but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

    Michal Solowow, an investor and the founder of Mitex, puts it this way[7]:

    “The problems I encounter in everyday life motivate me to find solutions. This is a self-propelling mechanism. Becoming a billionaire was never a motivating factor.”

    9. Save Steadily, Invest With All Prudence

    I can’t exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

    However, it is not enough to save, and you must invest your funds and be wise with them. If you pay attention to this now, you will set yourself up for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

    If you’re looking for a simple way to save money, check out the following video:

    10. Budget and Track Your Spending

    Benjamin Franklin warned of taking the precaution of little expenses. He said:

    “A small leak sinks a great ship.”

    It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

    Budgeting is a good habit to have, and it can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future instead.

    The Bottom Line

    Endeavor to start developing good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you will achieve your goals.

    More About Cultivating Good Habits

    Featured photo credit: Andrijana Bozic via unsplash.com

    Reference

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