Advertising
Advertising

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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    More by this author

    The Science of Setting Goals (And Its Effect on Your Brain) Becoming Self-Taught (The How-To Guide) The Importance of Reminders (And How to Make a Reminder Work) How to Admit Your Mistakes How to Take Notes: 3 Effective Note-Taking Techniques

    Trending in Featured

    1 What Is Speed Reading and How to Successfully Learn It 2 The Science of Setting Goals (And Its Effect on Your Brain) 3 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 4 How to Become an Early Riser and Stay Energetic 5 Becoming Self-Taught (The How-To Guide)

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on February 13, 2020

    What Is Speed Reading and How to Successfully Learn It

    What Is Speed Reading and How to Successfully Learn It

    Too much to read, too little time! Don’t you wish you could read faster without compromising your knowledge intake? This is where a valuable learning technique comes to the rescue: speed reading.

    Speed reading is the top skill to learn in 2020. Read on to find out all about this amazing technique!

    What Is Speed Reading?

    On average, an adult can read somewhere between 200 to 300 words per minute. With speed reading, you can read around 1500 words per minute.[1] Yes, that sounds impossible, but it is true.

    In order to understand how this skill works, you first need to know how the reading process works inside a human’s brain.

    The Reading Process

    The first step is for the eyes to look at a word. This “fixation” on every word takes around 0.25 seconds.

    Next, the eye moves on to the following word. It takes 0.1 seconds for the brain to move from one word to the next. This is called “saccade.”

    Usually, a person reads 4 to 5 words or a sentence at once. After all the fixations and saccades, the brain goes over the entire phrase again in order to process the meaning. This takes around half a second.

    All in all, this allows the average person to read 200 to 300 words in a minute.

    Speeding up the Process

    The concept of speed reading is to speed up this process at least 5 times. Since the saccade period cannot be shortened any further, speed reading emphasizes quicker fixations.

    To accomplish this, scientists recommend that the reader skips the subvocalization: when the readers actually say the word in their mind, even when reading silently.

    Basically, speed reading is the technique of only seeing the words instead of speaking them silently.

    Do not confuse this with skimming. When a reader skims through a text, they skip the parts that their brain considers to be unnecessary.

    You may skip important information in this process. Moreover, skimming does not allow the brain to retain what has been read.

    Why Speed Read?

    Speed reading is not just quick, but also effective. This skill saves a lot of of time without sacrificing information.

    Advertising

    Also, it has been proven to improve memory. The brain’s performance improves during speed reading, which allows the reader to remember more information than before.

    Since speed reading stabilizes the brain, the information is processed faster and more efficiently.

    Believe it or not, this technique leads to improved focus, too. As the brain receives a lot of information during speed reading, there is far less chance of distraction. The brain focuses solely on the job at hand.

    Since the brain is, after all, a muscle, the process of speed reading acts as an exercise. Just like the rest of your muscles, your brain needs exercise to grow stronger, too.

    A focused brain means improved logical thinking. As your brain gets used to receiving and organizing so much information so quickly, your thinking process will become faster.

    As soon as a problem is thrown at you, your brain will quickly put two and two together. You will be able to retrieve stored information, figure out correlations, and come up with new solutions, all within seconds!

    Still not convinced? Read 10 Reasons Why You Should Learn Speed Reading

    Greater Benefits

    With a healthier brain, you can expect better things in other parts of your life, too. A boost in self-esteem is just one of them.

    As you begin to understand information at a faster pace, you will also begin to figure out more opportunities all around you.

    With the ability to deeply understand information in a shorter period of time, your confidence levels will quickly grow higher.

    Moreover, all the aforementioned benefits will relieve you of stress. You will manage your readings in lesser time, your brain will be healthier, and you will feel so much better about yourself.

    With all these advantages, your emotional well-being will be healthier than ever. You’ll feel less stress since your brain will learn to tackle problems efficiently. Speed reading will lead to a relaxed, tension-free lifestyle!

    How to Learn to Speed Read

    Speed reading is a superpower. Fortunately, unlike other superpowers, this one can be learned!

    There are different techniques that can be used to master this skill. Opt for the one that best suits your learning style.

    Advertising

    1. The Pointer Method

    The person who is credited for popularizing speed reading, Evelyn Wood, came up with the pointer method. It is a simple technique in which the reader uses their index finger to slide across the text that they’re reading.

    As the finger moves, the brain coherently moves along with it. It is an effective technique to keep the eyes focused where the finger goes without causing any distraction.

    Readers have a tendency to back-skip. The pointer method prevents this from happening, thereby saving at least half the reading time.

    2. The Scanning Method

    In this technique, the reader’s eyes move along one part of the page only. This can be the left or right side of the text but is usually the center since that is the most convenient.

    Instead of pacing through the entire text from left to right, the vision shifts from top to bottom.

    This method involves fixation on keywords such as names, figures, or other specific terms. By doing so, the saccade time is minimized.

    3. Perceptual Expansion

    Generally, a reader focuses on one word at a time. This technique, on the other hand, encourages the brain to read a chunk of words together. In doing so, this method increases the reader’s peripheral vision.

    Here’s the thing: even though the fixation time remains the same with perceptual expansion, the number of words that the eyes fixate on increases.

    So basically, the brain receives 5 times more information within the same amount of time.

    This technique is the hardest to master and takes the most time to learn. You’ll need help from speed reading tools in order to practice the perceptual expansion method.

    However, once you master it, this technique will offer you the fastest reading pace with the maximum knowledge intake.

    The Best Speed Reading Apps

    The easiest tool to aid any process in any part of life these days is your smartphone.

    You can use mobile applications to learn speed reading on the go. It has been proven that regularly practicing speed reading is the fastest way to learn this skill. [2]

    Here are a few great options to look into:

    Advertising

    1. Reedy

    If you own an Android smartphone, you can download Reedy to your mobile. Otherwise, get the chrome extension on your laptop to enjoy speed reading with Reedy.

    This app trains readers to read faster by displaying words one by one on the screen. Instead of having to go through lines or long texts, Reedy prepares the user to focus on one word at a time.

    Although this isn’t an effective method to learn speed reading long texts, it is a great way to start.

    Once your brain gets used to the idea, you can shift to another app to train speed reading sentences or longer texts.

    2. ReadMe!

    Whether you’re an android or iOS user, you can take advantage of the ReadMe! application. This app even comes with some e-book options to practice speed reading on.

    Start by choosing your desired font size, color, layout, etc. Other than that, there are different reading modes for the user to choose from.

    If you want to practice reading sentence by sentence or in short paragraphs, you can choose the focused reading mode.

    The beeline reader mode changes the color of the text to guide the eye to read from the beginning to the end at a certain pace.

    Lastly, there is the spritz mode in which the app focuses on chunks of words at once. This controls the reader’s peripheral vision. However, this mode is not fully available in the free version of the app.

    3. Spreeder

    Spreeder is available on both iOS and Android. However, users may also gain benefits from Spreeder’s website. This application lets the reader paste in any text that they would like to speed read.

    Starting off at a rather low speed, the app flashes words one by one. Gradually, as the user becomes more comfortable, the speed increases.

    Slowly, the user is trained to speed read without having to skip any words.

    This app is different from the rest because it tracks the user’s reading improvements, recording the overall reading time and speed.

    The progress and improvement are tracked in order to motivate the user to perform even better.

    Advertising

    Adjustable settings, such as the speed of the text, background color, etc. are in the control of the user.

    The Controversy Surrounding Speed Reading

    Truthfully, speed reading does sound too good to be true. It’s hard to believe that it is humanly possible to attain such a fast pace in reading without compromising the quality of information you receive.

    Perhaps as a result, there are people who do not trust the process of speed reading. They believe that when you read through a text at such a high speed, you cannot comprehend the information successfully.

    According to these people, your brain is unable to process information at the speed that you’re reading, and so, they regard speed reading as problematic.

    It is true that speed reading will be of no use if you do not understand the text you’re reading, no matter how quickly you did it.

    Similarly, if you were to read slowly and still not retain or understand the information you read, that would be useless, too.

    However, there a few factors to consider here. When reading at a normal pace, there is enough time in between every step of the process for the brain to get distracted.

    Conversely, speed reading leaves behind no time for the brain to focus on something else. It is unlike skimming. No part of the text is skipped, which means that the brain receives every single bit of information.

    Conclusion

    Keeping all of this in mind, speed reading cannot be labeled a hoax or a failure. Science has backed up this technique, and numerous readers have been using this skill to improve their learning ability.

    At the end of the day, it is your decision whether or not you want to trust this process.

    However, if you decide to take advantage of the opportunities speed reading provides, you will find a world of possibilities opening up to you.

    We live in a fast-paced world. Consuming information faster will help you keep up with that pace and find further success.

    Speed Read Like a Pro!

    Featured photo credit: Blaz Photo via unsplash.com

    Reference

    Read Next