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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 September 22, 2020

How to Wake Up Early: 6 Things Early Risers Do

How to Wake Up Early: 6 Things Early Risers Do

You have probably heard the success stories about people who wake up early. Apple CEO Tim Cook, Oprah Winfrey, and Olympic medalist Caroline Burckle all talk about the positive impact of waking up early on their lives.

Even though many assign a portion of their success to waking up early, many find it difficult to make the switch. While most people know what needs to happen to change their life, they find then difficult to implement consistently. To understand how to wake up early, you need to tap into the wisdom of those already doing it.

Here are the 6 things early risers do:

1. Stop Procrastinating

The first thing you need to do when you want to learn how to wake up early is to go to sleep earlier. Stop procrastinating. You will find it much easier to wake up when you are getting the proper amount of sleep. Set a bedtime that allows you to get 8-hours of sleep and hold yourself accountable.

The problem most of you will have at first is how tired you will feel. If you are someone who goes to sleep after midnight, waking up by 6 a.m. will not be easy. The reason you need to push through that initial difficulty is that you are going to be very tired at the end of the day. Realistically, you probably would fall asleep at your desk or doze off on your lunch break. Either way, waking up early no matter how you feel will motivate you to go sleep at the proper time that night.

Think of it as someone who procrastinated until the night before their project was due. Having done this myself, you do what you need to do to complete the project, whether that means working all night or cutting some corners because you don’t have time to triple-check your work.

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After you turn in your project, you feel both exhaustion and jubilation. After you make it through the workday and crash at home, you promise yourself you’ll never wait until the last minute again. This same feeling will happen when you force yourself to wake up early no matter what time you went to sleep. You are going to promise yourself you will go to bed at the right time.

Most people don’t go to bed when they should because they know they will ultimately make it up in the morning.

2. Pace Yourself

If you want to start waking up a couple of hours earlier each day, you may not be able to make that change all at once. It stands to reason the more drastic the shift, the more difficult it will be.

So, instead of trying to adjust your sleep pattern by several hours, start in 15-minute or 30-minute intervals.[1] If you wake up 30 minutes earlier each week, you will be a morning person by the end of the month. This may feel like you are drawing out your goal but in reality, you are accomplishing it much quicker than most. Most people who are naturally night owls find it difficult to completely change their sleep habits overnight.

Think of it as someone who is trying to quit drinking coffee. Outside of the fact you may enjoy the taste of coffee, your body is used to operating with a certain amount of caffeine and sugar. Some will be able to quit overnight and their body will adjust accordingly. And if you are one of those people, then do what works for you.

However, if you were to take an incremental approach, then you may first start drinking your coffee black. Then, you could switch to decaf before slowly lowering the amount of coffee you drink each day. As you can see, this approach will help minimize the feeling of withdrawal while getting the results you want.

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3. Watch Your Lighting

Light reduces your body’s production of the sleep-inducing melatonin hormone. In practical terms, your body naturally wants to be awake when the sun is up and go to sleep when the sun is down. This is called your circadian rhythm.

In the technology-driven world we currently live in, you likely look at a screen or two before bed. Studies show television and phone screens trick your body into thinking the sun is up. As a result, your body starts producing less melatonin. To help you fall asleep, you should stop looking at screens at least an hour before bed.

This can also mean that if you want to wake up before the sun, looking at your screen when you wake up can help you to stay awake.

Peter Balyta, the President of Education Technology for Texas Instruments says he wakes up at 5:20 a.m. and scans his emails before starting his day. This is also true for M.I.T. president L. Rafael Rief. He wakes up around 5 or 5:30 a.m. and checks his phone for anything urgent.[2]

4. Make It Worth Your Time

Have you ever woken up early but went back to sleep because you didn’t have a reason to stay up? To put it another way, have you ever fallen asleep because you didn’t have anything better to do?

If you want to be excited about going to sleep and waking up early, then you need to give yourself a reason to be excited. You can accomplish this by listing the three things you want to accomplish the next morning. Notice I said “want” and not “need” to accomplish. You don’t want to be dragging yourself into the next morning kicking and screaming.

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Your list should not only include what you want to accomplish but also why you want to accomplish it. If you want to take it a step further, list the consequences of not waking up early.

People who have figured out how to wake up early are shown to be more successful, persistent, and proactive in their life. They tend to be happier and handle stress better. It is also shown that people who wake up early procrastinate less.[3] If you find any of these benefits something you want to add in your life, then waking up early is shown to help.

5. Avoid Binging

There is a difference between sleeping and getting a good night’s sleep. Sure, you can drink alcohol and fall asleep, but you will not be getting quality rest. You will wake up feeling as though you slept for only a couple hours.

It is best to stop drinking at least 4 hours before bedtime. Binge drinking is known to impact your sleep-inducing melatonin hormone levels for up to a week. The same holds true with eating a large meal right before bed. It is not that your body can’t process food and sleep at the same time. The main concern has more to do with the possibility of indigestion or heartburn than anything else.

If you find yourself dealing with either of these symptoms, then you may want to stop eating at least two hours before bed.

6. Get the Blood Flowing

Those who have mastered the technique of how to wake up early tend to start each morning with movement.

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Your first movement is to get out of bed. To help you get out of bed, have your alarm far enough away that you need to get up and turn it off. Before you allow yourself to contemplate going back to sleep, take a moment, and do 10 push-ups or 10 jumping jacks. Think of each exercise as you taking one step further from being able to go back to sleep.

Mellody Hobson, President of Ariel Investments wakes up at 4 a.m. each morning. She starts each day by exercising. Her exercises include running, weight lifting, swimming, and cycling.

You decide for yourself how you want to get your blood flowing. Whether you want to go on a walk, workout at the gym, or do something at home, make sure you are scheduling time to exercise.

Final Thoughts

The key to understanding how to wake up early is to recognize that it is heavily driven by the actions you take the night before. You will wake up early if you go to bed at a good time and get the proper amount of sleep.

By taking the time to prepare yourself both mentally and physically each night, you can ensure you are positioned for success the next morning. Once you have taken the proper actions the night before, make sure you use that momentum to start your day, on time.

The goal is to make the actions you want to take as easy as possible. The key to changing your life is to discover a way to have the wind at your back, going in the direction you want.

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Featured photo credit: Laura Chouette via unsplash.com

Reference

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