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Productivity & Organizing Myth #10 – We need to be at all those meetings!

Productivity & Organizing Myth #10 – We need to be at all those meetings!
Meeting

Myth: We need to be at all those meetings and events that have made their way onto our calendars.
Reality: We can succeed at work and be happy with a modest number of meetings and activities. Do you say any of these things?

  • I haven’t been home at 6 o’clock in the evening for weeks.
  • We are constantly trying to balance work with kids’ activities with family commitments.
  • I have to schedule a date with my spouse so we have time to talk.
  • If only I had 30 hours in a day.
  • My meetings are back to back all day.
  • Time for myself – ha!

If you are feeling overbooked, you probably are! The solution… manage your meetings!

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In many environments long meetings are held. Often these meetings are two to three times longer than they need to be. And, quite possibly you are needed for only a fraction of the time you’re in the room.

Examination of attendance at some meetings reveals that 25% of people there we necessary to conduct the business at hand. That is to say that 75% of the people there were not necessary and wasting their time. Other meetings the necessity for attendance 50/50 and sometime everyone needs to be there.

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If you feel meeting overload step back and use a critical eye to view your role in them. If you’d like to alter your meeting load consider if any of the following suggestions could free you up.

  • Do you ask for an agenda for the meeting so you’re certain of the scope of the topics fits your involvement?
  • Is there are ways to run the meetings more efficiently?
  • Could someone summarize the meeting for you in person or in a memo in a fraction of the time spent in a meeting?
  • Could you attend just the portion of the meeting that pertains to your role and responsibility?
  • Could the minutes or notes from the meeting serve your need for information?
  • Are the meetings contributing to your success in your position or moving you toward your next position? If not, give it a miss.
  • Is this an enjoyable group of people with good intentions but the topic is not really related to your goals? If so parforce, is it just throwing your day schedule off more than helping it? (particularly applicable for non-job-related meetings and volunteer/community committees).
  • What is the worst that could happen if you don’t attend?

Experiment. Think like the CEO of your career that you are. As CEO everyone wants your time but you only have so much of it. Jack Welch, when the head of GE, would give presenters 8 minutes to make their points then he’d cut them off. Presenters learned to put only their important points out there and to stick to the time schedule. Do you, could you, deliver your important points in just a few minutes? Could you require others in your meetings to be brief and relevant? Could less significant topics be covered offline if they have to be covered at all?

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A very difficult reply to meeting invites is, “No.” So, try softer versions such as, “No Thanks for thinking of me though.” “I would like to but I have other commitments.” “I’m pretty sure I couldn’t’ contribute to the meeting because I don’t have the expertise and time to give it fair attention. I, however, think that TJ might be able to help you.”

It’s your time, protect it!

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Previous Myths:

Susan Sabo is an intrepid traveler who has organized her life to be out of the country for months at a time. She’s visited South & Central America, Europe, Asia, ‘Down Under” and traveled across North America. Susan writes at productivitycafe.com, consults with professionals on improving their personal productivity and presents motivating productivity programs & tips to groups. The most popular presentation topic today is, How to Get Ready for the Busy Season.

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Last Updated on March 13, 2019

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

Have you gotten into a rut before? Or are you in a rut right now?

You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

1. Work on the small tasks.

When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

2. Take a break from your work desk.

Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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3. Upgrade yourself

Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

4. Talk to a friend.

Talk to someone and get your mind off work for a while.

Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

5. Forget about trying to be perfect.

If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

Just start small. Do what you can, at your own pace. Let yourself make mistakes.

Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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6. Paint a vision to work towards.

If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

7. Read a book (or blog).

The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

Check out the best selling books; those are generally packed with great wisdom.

8. Have a quick nap.

If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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9. Remember why you are doing this.

Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

10. Find some competition.

Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

11. Go exercise.

Since you are not making headway at work, might as well spend the time shaping yourself up.

Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

12. Take a good break.

Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

More Resources About Getting out of a Rut

Featured photo credit: Joshua Earle via unsplash.com

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