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Kill Meetings to Get More Done

Kill Meetings to Get More Done

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class="bigphoto">Meeting

You’ve got your list of things you want to accomplish for today, and yet, after a series of meetings that you had to go to throughout the day, none of the things on your list got done.

That’s because meetings are almost always a huge drain on your time, and should be killed on sight.

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Think about the last few meetings you attended — did you sit through them wishing you were somewhere else, or finish the meeting wondering what the point of the meeting was, or worse yet, feel that the same thing could have been accomplished through a simple email? Meetings are time hogs, and often leave you wishing you could get that time back.

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Is it possible to have a productive meeting? Sure, but it’s rare. A productive meeting would be if ideas could be communicated and agreed upon faster than through phones or email, not longer. A productive meeting would have a clearly stated purpose, be as short as possible, and have an outcome with assigned tasks to be completed after the meeting. In all the organizations I’ve worked for or been involved with, those meetings are truly rare — if they even exist.

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Instead, kill the meetings in your life, and get tons more done. Here’s how:

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  • Don’t hold meetings. If you’re the boss, or you’re in charge of scheduling meetings, you have the authority to cancel them. Try going one day without them. Instead, have the same purposes be accomplished through email. Do you have a meeting where people give you progress reports? Have them email you a progress report daily, at a specified time each day, and have your assistant collect them compile an overall daily report for you. A meeting at a glance.
  • Communicate through email, phone, then person-to-person. Make email your default communication mode. If someone wants to set up a meeting, ask them to email you with their questions instead. If that’s not good enough, agree to talk on the phone about it. As a last resort, agree to a 5-minute face-to-face, standing up. Don’t agree to coffee or lunch — most of the time, you’re just chit chatting. And when you do talk on the phone or in person, get to the point quickly — eliminate the preliminary friendly chatting. Just dive right in: OK, what needs to be done here? What are we trying to accomplish? What tasks will be done by whom? And then you’re done.
  • Beg off. If you’re not the boss, you might not control whether meetings are held or not. In that case, ask to skip it. Say that you’ve got an urgent project on deadline, and you won’t be able to make the meeting. If your boss tries to insist that you make it, ask if he or she would like to grant you an extension on your project.
  • Accomplish the agenda. Before the meeting, ask for a copy of the agenda. Then accomplish whatever’s on the agenda before the meeting even takes place. For example, if the meeting is to discuss a report, annotate the report thoroughly with your comments, and put your recommended actions at the bottom. Email that to your boss, and say that you’ve already done what’s required, so you can work on another project instead. Eliminate the need for you to be at the meeting.
  • The Puppydog Technique. Tim Ferriss, author of The 4-hour Workweek, suggests that you use the Puppydog sales technique to get out of meetings. Basically, this technique was originally used by pet shops to make a sale — if the customer is wavering, tell them to just take home the puppy and give it a try, and if it doesn’t work out, they can bring the puppy back. Many people will agree to this little trial — and they rarely bring the puppy back. Ask your boss if you can skip the meeting, just for today, as you need to finish something urgent. Just this once is hard to turn down. Eventually, your boss will realize that you don’t need to go to the meeting and that you’re more productive if you don’t.
  • Work from home. Convince your boss to let you work from home, and you can skip all meetings. This, of course, is ideal. Just make sure you’re more productive at home than at the office.
  • Get stuff done. If you are able to skip a meeting, actually get stuff done — important stuff. Be 10 times as productive as the people who went to the meeting.
  • Show proof. When the boss comes out of the meeting you skipped, turn in that big report or project. Show that you were super productive without the meeting — with cold, hard proof. Do this enough times, and you will impress your boss and the unproductive meeting will be a distant memory.

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The Gentle Art of Saying No

The Gentle Art of Saying No

No!

It’s a simple fact that you can never be productive if you take on too many commitments — you simply spread yourself too thin and will not be able to get anything done, at least not well or on time.

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But requests for your time are coming in all the time — through phone, email, IM or in person. To stay productive, and minimize stress, you have to learn the Gentle Art of Saying No — an art that many people have problems with.

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What’s so hard about saying no? Well, to start with, it can hurt, anger or disappoint the person you’re saying “no” to, and that’s not usually a fun task. Second, if you hope to work with that person in the future, you’ll want to continue to have a good relationship with that person, and saying “no” in the wrong way can jeopardize that.

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But it doesn’t have to be difficult or hard on your relationship. Here are the Top 10 tips for learning the Gentle Art of Saying No:

  1. Value your time. Know your commitments, and how valuable your precious time is. Then, when someone asks you to dedicate some of your time to a new commitment, you’ll know that you simply cannot do it. And tell them that: “I just can’t right now … my plate is overloaded as it is.”
  2. Know your priorities. Even if you do have some extra time (which for many of us is rare), is this new commitment really the way you want to spend that time? For myself, I know that more commitments means less time with my wife and kids, who are more important to me than anything.
  3. Practice saying no. Practice makes perfect. Saying “no” as often as you can is a great way to get better at it and more comfortable with saying the word. And sometimes, repeating the word is the only way to get a message through to extremely persistent people. When they keep insisting, just keep saying no. Eventually, they’ll get the message.
  4. Don’t apologize. A common way to start out is “I’m sorry but …” as people think that it sounds more polite. While politeness is important, apologizing just makes it sound weaker. You need to be firm, and unapologetic about guarding your time.
  5. Stop being nice. Again, it’s important to be polite, but being nice by saying yes all the time only hurts you. When you make it easy for people to grab your time (or money), they will continue to do it. But if you erect a wall, they will look for easier targets. Show them that your time is well guarded by being firm and turning down as many requests (that are not on your top priority list) as possible.
  6. Say no to your boss. Sometimes we feel that we have to say yes to our boss — they’re our boss, right? And if we say “no” then we look like we can’t handle the work — at least, that’s the common reasoning. But in fact, it’s the opposite — explain to your boss that by taking on too many commitments, you are weakening your productivity and jeopardizing your existing commitments. If your boss insists that you take on the project, go over your project or task list and ask him/her to re-prioritize, explaining that there’s only so much you can take on at one time.
  7. Pre-empting. It’s often much easier to pre-empt requests than to say “no” to them after the request has been made. If you know that requests are likely to be made, perhaps in a meeting, just say to everyone as soon as you come into the meeting, “Look guys, just to let you know, my week is booked full with some urgent projects and I won’t be able to take on any new requests.”
  8. Get back to you. Instead of providing an answer then and there, it’s often better to tell the person you’ll give their request some thought and get back to them. This will allow you to give it some consideration, and check your commitments and priorities. Then, if you can’t take on the request, simply tell them: “After giving this some thought, and checking my commitments, I won’t be able to accommodate the request at this time.” At least you gave it some consideration.
  9. Maybe later. If this is an option that you’d like to keep open, instead of just shutting the door on the person, it’s often better to just say, “This sounds like an interesting opportunity, but I just don’t have the time at the moment. Perhaps you could check back with me in [give a time frame].” Next time, when they check back with you, you might have some free time on your hands.
  10. It’s not you, it’s me. This classic dating rejection can work in other situations. Don’t be insincere about it, though. Often the person or project is a good one, but it’s just not right for you, at least not at this time. Simply say so — you can compliment the idea, the project, the person, the organization … but say that it’s not the right fit, or it’s not what you’re looking for at this time. Only say this if it’s true — people can sense insincerity.

Featured photo credit: Pexels via pexels.com

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