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5 Alternatives to Time-Wasting Meetings

5 Alternatives to Time-Wasting Meetings

5 Alternatives to Time-Wasting Meetings

    Nobody likes meetings. Well, not “nobody” – that older guy with the beard that nobody seems to know personally that comes to every meeting? He likes meetings, because he gets a free donut and a nap. But other than him, most people see meetings as way too unproductive and time-consuming to be likable. Necessary, sometimes, but not likable.

    There are a lot of reasons why meetings can waste more time than they’re worth. Of course, meetings can be ill-planned, without an agenda (or worse, with an unclear agenda) and no real goal in mind. Meetings can often become the battleground for intra-office politics as well, with everyone’s time wasted while the office Alpha and Beta chest-thump at each other.

    Other ways meetings waste time have to do with factors external to the meeting. They interrupt whatever you were working on at the time, regardless of whatever kind of flow state you might have been in. There’s always someone essential who runs late, forcing everyone to cool their heels waiting, or to start and then waste time when they finally show up and need to be filled in.

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    And, finally, there’s the structure of the meeting itself. Brainstorming meetings stall as people on whom the concept of brainstorming is lost run feasibility checks on each idea thrown out. Informative meetings stall when leadership encounters resistances they hadn’t foreseen and fumble, unprepared, for responses. And meetings overall fall down as voices and egos raise in a clamor for everyone to be heard – and to be right.

    Five Alternatives to Meetings

    Like I said, sometimes meetings are necessary, but rather than a first-response, meetings should be reserved for special occasions, when only a face-to-face meeting will do the job. In other times, try one of these five alternatives and see if they don’t save some time and some hassle.

    Instant Messaging

    While Instant Messaging (IM) is likely to be viewed more as a time-waster for teenagers and lonely geeks, a lot can get done via IM. IM allows you and your partners to maintain a long-term virtual “presence” as you work, posting questions, updates, and ideas as they strike you or as you come across problems in your work. Since IM programs maintain a full record of the chat session, there’s no danger of missing anything or losing it – just scroll up.

    There are a couple of rules to follow for productive IM’ing.

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    1. Cut the chatter. To keep things focused, each person should speak only a) when they have something important to add, or b) in response to a question.
    2. No frills. Today’s IM software comes with voice and video capabilities, avatars, face-morphing functions, multi-colored fonts, and more. Leave those for your twelve-year old daughter – you’re working, not playing IM.

    Alternatives to IM include private chatrooms like Campfire or even Twitter if you can resist the siren call of your friends’ tweets.

    Teleconferencing

    If more personal contact and real-time sharing is needed, try a teleconferencing system like Adobe’s Acrobat.com or GoToMeeting. Most services allow screen sharing, collaborative whiteboarding, and other substitutes for same-room presence – without the commute to the meeting (even if it’s just down three floors), the incessant interruptions for coffee and bathroom breaks, the face-to-face socializing, or the forced absence from your desktop while you wait for that crucial email. Since most also create a transcript, you don’t need someone taking minutes, either.

    Wikis

    Wikis provide a collaborative environment that is ideal for the development of working documents and statements, as well as material that will need to be referred to again and again. For one-off projects, an online wiki like WetPaint or PBWiki are ideal: free, easy to set up, and easy to use. For more mission-critical material, especially when you plan to use it repeatedly, and where security is a major concern, your organization can fairly easily set up an internal wiki on your intranet, using advanced software like MediaWiki, the software that runs Wikipedia.

    Wikis are self-organizing and easy to create and edit, and they keep track of changes made along with a record of who is responsible for each edit (no more dickering over credit!). Where real-time interaction isn’t a necessity, building a wiki over a long period of time can be far more productive than a chain of meetings – but make sure to assign responsibilities and allow time for wiki work.

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    Email Lists/Groups

    Another solution where real-time interaction is not a factor is the old-fashioned email list. Somewhat out of fashion these days, email lists can still be quite productive ways to get things done as a group – and both Yahoo and Google offer services that are free and easy to set up.

    An effective email list should probably have a moderator – not to approve messages, but to remind people when they’re going off track. Good etiquette is essential in this environment; something about the medium encourages flame wars. But with a few precautions, email lists can still be quite effective tools, allowing for thoughtful, considered exchanges and automatically maintaining a searchable archive of past discussions.

    Collaboration Apps

    Finally, effective use of a project management application can forestall the need for most meetings. Systems like Wrike and Basecamp allow notes to be exchanged, tasks to be assigned, and files to be shared. They also offer a number of ways for users to interact: SMS, email, online, RSS, or using a third-party application through Basecamp’s API.

    If full-fledged project management is too much, consider using online services like Google Docs (which can be installed to your own domain via Google Apps) alongside Google Talk or another IM – you can share documents, add to and edit each others work, and create a repository of materials at the same time.

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    Let’s Adjourn

    I am not trying to claim that all meetings can be replaced through online services or desktop applications. Sometimes an in-person meeting is the best and most eficient way to get things done.

    But don;t let meetings become the default mode of itneraction. All too often, meetings represent a failure of communication, not the advancement of it – they’re called when nobody’s on the same page anymore, or worse, when the [stuff] is about to hit the fan. More effective planning and use of resources can often prevent the need for meetings, and let everyone involved spend more of their time doing work rather than talking about it.

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    Last Updated on November 28, 2018

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

    Why do I have bad luck? Is bad luck real?

    A couple of months ago, I met up with an old friend of mine who I hadn’t seen since last year. Over lunch, we talked about all kinds of things, including our careers, relationships and hobbies.

    My friend told me his job had become dull and uninteresting to him, and despite applying for promotion – he’d been turned down. His personal life wasn’t great either, as he told me that he’d recently separated from his long-term girlfriend.

    When I asked him why things had seemingly gone wrong at home and work, he paused for a moment, and then replied:

    “I’m having a run of bad luck.”

    I was surprised by his response as I’d never thought of him as someone who thought that luck controlled his life. He always appeared to be someone who knew what he wanted – and went after it with gusto.

    He told me he did believe in bad luck because of everything happened to me.

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    It was at this point, that I shared my opinion on luck and destiny:

    While chance events certainly occur, they are purely random in nature. In other words, good luck and bad luck don’t exist in the way that people believe. And more importantly, even if random negative events do come along, our perspective and reaction can turn them into positive things.

    Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky and change your luck.

    1. Stop believing that what happens in life is out of your control.

    Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside yourself.

    Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

    Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

    Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

    This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

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    They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

    Are they luckier than the others? Of course not.

    Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

    What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can. They have this Motivation Engine, which most people lack, to keep them going.

    No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

    When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

    Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

    2. Remember that whatever you pay attention to grows in your mind.

    If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

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    In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will drown yourself in negative energy and almost certainly stop trying, convinced that nothing you can do will improve your prospects.

    Not long ago, a reader (I’ll call her Kelly) has shared with me about how frustrated she felt and how unlucky she was. Kelly’s an aspiring entrepreneur. She had been trying to find investors to invest in her project. It hadn’t been going well as she was always rejected by the potential investors. And at her most stressful time, her boyfriend broke up with her. And the day after her breakup, she missed an important opportunity to meet an interested investor. She was about to give up because she felt that she’d not be lucky enough to build her business successfully.

    It definitely wasn’t an easy time for her. She was stressful and tired. But it wasn’t bad luck that was playing the role.

    Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

    They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

    Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

    I explained to Kelly that to improve her fortune and have “good luck”, first decide that what happens is nearly always down to her; then try to focus on what works and what turns out well, not the bad stuff.

    Then Kelly tried to review her current situation objectively. She realized that she only needed a short break for herself — from work and her just broken-up relationship. She really needed some time to clear up her mind before moving on with her work and life. When she got her emotions settled down from her heartbreak, she started to work on improving her business’ selling points and looked for new investors that are more suitable.

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    A few months later, she told me that she finally found two investors who were really interested in her project and would like to work with her to grow the business. I was really glad that she could take back control of her destiny and achieved what she wanted.

    Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

    What’s Next?

    Now that you’ve learned the 2 simple things you can do to take control of your fate and create your own luck. But this isn’t it! These simple techniques you’ve learned here are just part of the essential 7 Cornerstone Skills — a skillset that will give you the power to create permanent solutions to big problems in life — any problem in any area of your life!

    If you think you’re “suffering from bad luck”, you can really change things up and start life over with these 7 Cornerstone Skills. It may even be a lot easier than you thought:

    How to Start Over and Reboot Your Life When It Seems Too Late

    Thomas Jefferson is said to have used these words:

    “I’m a great believer in luck and I find the harder I work, the more I have of it.”

    Your luck, in the end, is pretty much what you choose it to be.

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    Featured photo credit: LoboStudio Hamburg via unsplash.com

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