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Last Updated on June 26, 2019

12 Secrets To a Super Productive Meeting You Should Know

12 Secrets To a Super Productive Meeting You Should Know

In my forty years of work, I always complained about long, boring and unproductive meetings, so join the club! Yes, old style meetings have negative effects on morale, productivity and motivation.[1]

“He (Warren Buffett) doesn’t let his calendar get filled up with useless meetings.”– Bill Gates

So, why can’t meetings be shorter, more productive and even, dare I say it, fun?

The good news is that many companies are now leading the way in managing their meetings.

Here are 12 secrets to a productive meeting. If you are a manager or team leader, you may want to implement these. If you are a member of a team, you can always make suggestions so that meetings really can become super productive.

1. Time Is Not the Real Issue

Most people complain that they have not enough time and meetings can rob them of this precious commodity. Another way of looking at it is to simply concentrate on the energy levels you have.

Plan in breaks so that productivity levels are kept at the maximum.

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“Manage your energy, not your time.” – Tony Schwartz

2. Make Meetings Shorter

Setting a time limit of 10 or 15 minutes can really help. Some managers actually get a timer so that it goes off when the meeting is finished. It is no accident that TED talks have a maximum limit of 18 minutes.

The reason is that all the research shows that our attention span goes into a progressive decline, if meetings or talks last longer. Studies done at Texas Christian University show that students remember more information after shorter classes.[2]

3. Plan Meetings Only When Needed

Most companies have a set time and day for meetings. This means that productivity is slowed down, just because of a set schedule.

It is much better to meet when things need to get done, decisions made and action points finalized.

4. Meet Standing up or Somewhere Else

A very interesting research shows that sitting down increases the territorial issues.[3]

People feel comfortable and also want to assert their position or authority. This is not so easily done when standing up.

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Participants feel less at ease and want to get things done more quickly. There are other innovative ways of having meetings.

“But wherever you are, be innovative with your space. Try a stand-up meeting, or leave the desks and head to the park. Get out of your everyday environment.”- Richard Branson

5. Plan the Agenda in Advance

A short meeting still needs an agenda and this should be circulated before the meeting if possible. It helps people to prepare and focus on the issues that needs to be discussed.

Here’s How to Construct a Killer Meeting Agenda That is Simple and Effective.

6. Create a Smartphone Free Zone

Ask people about their colleagues using smartphones or tablets during meetings. The majority resents this as it shows a lack of respect and also displays that full participation is patchy or absent.[4]

It is much better to make the meeting area a smart phone free zone and encourage people to leave phones outside in a basket, with post its attached. The White House is already doing this.

7. Limit the Number of Attendees

This is one of the recommendations mentioned in Kristen Gil’s post, ‘Start-Up Speed’.[5] She is VP of Business Operations at Google.

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If you limit the attendees to those directly involved in a project or procedure, it leaves the others more time to get on with their work.

8. Run the Meeting like a Clockwork

Chairing a meeting is a really skilful task. Ideally, you need to do some or all of the following:

  • State the purpose of the meeting, e.g. – “We are meeting today to finalize the auditors’ visit”.
  • Keep off-topic interventions off the agenda. They can be put in the ‘parking lot’ if there is time at the end.
  • Encourage everybody to pitch in.
  • Discourage the show-offs.
  • Stick to the time allocated.

9. Take Away Action Points

The person running the meeting has to keep the whole thing on track, within the short time span.

In practice, this means that at the end, people have a list of action points and that these are tagged to the DRI (Directly Responsible Individual).[6]

10. Allow Transit Time

Make sure that enough time is programmed in before the meeting so that people can actually get there on time.

Allowing ten minutes before and after other engagements helps people to get their act together and plan their absence, even though it is a very short one.

A record is kept of the decisions and these can be emailed as reminders to all participants.

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11. Outline Outcomes and Plan for the Next Meeting

Assuming that the action points will produce the necessary results, it is always a good idea to outline what the next meeting should cover.

This does not need to be set in stone but should fit in with the business and marketing plans. It also helps to highlight long term objectives.

12. Encourage Meeting Skills Training

Delegating some meeting tasks both before and during the meeting is a great way to approach meeting skills training.

Decide who will be responsible for noting down action points, timing, and agendas. This can be done in rotation so that you will still have overall responsibility for running the meeting. To help you write meeting minutes effectively, take a look at these tips: How to Write Great Meeting Minutes So Nothing Gets Lost in Translation

More About Productivity At Work

Featured photo credit: Unsplash via unsplash.com

Reference

[1] The Guardian: Bored meetings
[2] Carmine Gallo: The Science Behind TED’s 18-Minute Rule
[3] SAGE Publications: Standing up gets groups more fired up for team work
[4] Forbes: Why Successful People Never Bring Smartphones Into Meetings
[5] Think with Google: Start-Up Speed
[6] The Muse: Links We Love: Mastering the Art of the Meeting

More by this author

Robert Locke

Author of Ziger the Tiger Stories, a health enthusiast specializing in relationships, life improvement and mental health.

Work Smarter, Not Harder: 12 Ways to Work Smart 10 Reasons Why People Are Unmotivated (And How to Be Motivated) 12 Secrets To a Super Productive Meeting You Should Know What Your Fear of Being Alone Is Really About and How to Get over It 10 Simple Morning Exercises That Will Make You Feel Great All Day

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Last Updated on November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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