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How To Get Things Done While Being Mindful

How To Get Things Done While Being Mindful

    As you venture your way into 2012 and try to reach the goals, make the habits, and finish up the projects that you have outlined for yourself, you may start to see a bit of stress and overwhelm building up in your life. You become so concentrated on what you have setup for yourself to accomplish during the year that the “less important things” fall by the wayside.

    Most productivity gurus will tell you that this is a good thing; to make sure that they things that you are working on are the things that you want to do, are good at, and are important. It makes sense to concentrate on the things that keep you energized and creative. But, we may that because of all the attention we are giving to our “big ideas” we start to lose touch with some of the other things in life that are important.

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    We have to accomplish the things that we have set out for ourselves all while staying mindful of what is important to us in our lives. And, boy, it can be tough sometimes.

    Make a list

    David Allen talks about our “Areas of Focus.” These are all the areas in our life that we deem important and that need attention to ensure that we are operating at a certain level of productivity with the least amount of stress.

    GTD is so useful, at least for this geek, because it concentrates on the lower levels of productivity first; tasks and projects. It’s a bottom-up approach that helps one “clear the decks” so they can start to look at the higher levels of their lives (ie. Areas of Focus).

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    This is where some GTD practitioners get stuck. They concentrate on the task and project portion so much that they forget the higher levels. It’s important to get your deck clear as soon as possible, that is, closing all your open loops and making sure that you have everything on the task and project level accounted for.

    Then you can list the areas of your life and start to find balance.

    I make the list of my Areas of Focus in a mindmap and then review it at least once a month with my weekly review. Sometimes, especially if you are feeling extra unbalanced in your life, you may need to pull this list out to re-ground yourself.

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    My list:

    • Work
    • Home
    • Husband
    • Lifehack
    • DevBurner
    • Finances
    • Health and vitality
    • Spirituality
    • Learning
    • Pets

    Take some time and quiet yourself

    I noticed yesterday that most times I only think of myself. What am I going to do today? What am I going to write about? How will I have enough money for that? Am I going to make it this year?

    This constant, selfish self-talk had me wake up with a slight realization. I need to stop. And when I stop, I will think of others in my life. I don’t mean thinking of others in the way of “how am I going to do ‘x’ to help them.’ I’m talking about an honest look at the person or situation for what it is.

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    You’d be surprised how often your mind is selfish. What will surprise you even more is that when you stop and think about others, many things that you may have been ignoring start to show up like realizing your anniversary is coming up, that you haven’t seen your friends in-the-flesh for several weeks, or haven’t talked to anyone in your family recently.

    Wash, rinse, and repeat

    The only way to stay mindful while accomplishing your goals this year is to make sure that you get in the habit of reviewing your Areas of Focus and stopping to reflect and think of things other than yourself.

    Our minds are constantly on; analyzing and troubleshooting everything around us. It’s a good thing that they are so powerful. But we have to use them vigilantly to ensure that we are paying attention to the right things and doing the right things in our lives. You can only make sure this happens by repeatedly evaluating your focus.

    Conclusion

    If you have been on the productivity kick for any period of time, you know just how hard it can be to stay focused as well as focus on the right things. The only way that I have found to keep this going is to make sure that you have defined what your focus should be and then stopping yourself and become mindful of it. Hopefully with this type of practice you can accomplish your goals this year knowing that what is important to you isn’t being ignored.

    More by this author

    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

    How to Beat Procrastination: 29 Simple Tweaks to Make Design Is Important: How To Fail At Blogging 7 Tools to Help Keep Track of Goals and Habits Effectively 6 Unexpected Ways Journaling Every Day Will Make Your Life Better Why Getting Things Done is the Best Productivity System For You To Automate or not to Automate Your Personal Productivity System

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    Last Updated on September 30, 2019

    How To Write Effective Meeting Minutes (with Examples)

    How To Write Effective Meeting Minutes (with Examples)

    Minutes are a written record of a board, company, or organizational meeting. Meeting minutes are considered a legal document, so when writing them, strive for clarity and consistency of tone.

    Because minutes are a permanent record of the meeting, be sure to proofread them well before sending. It is a good idea to run them by a supervisor or seasoned attendee to make sure statements and information are accurately captured.

    The best meeting minutes takers are careful listeners, quick typists, and are adequately familiar with the meeting topics and attendees. The note taker must have a firm enough grasp of the subject matter to be able to separate the important points from the noise in what can be long, drawn-out discussions. And, importantly, the note taker should not simultaneously lead and take notes. (If you’re ever asked to do so, decline.)

    Following, are some step-by-step hints to effectively write meeting minutes:

    1. Develop an Agenda

    Work with the Chairperson or Board President to develop a detailed agenda.

    Meetings occur for a reason, and the issues to be addressed and decided upon need to be listed to alert attendees. Work with the convener to draft an agenda that assigns times to each topic to keep the meeting moving and to make sure the group has enough time to consider all items.

    The agenda will serve as your outline for the meeting minutes. Keep the minutes’ headings consistent with the agenda topics for continuity.

    2. Follow a Template from Former Minutes Taken

    If you are new to a Board or organization, and are writing minutes for the first time, ask to see the past meeting minutes so that you can maintain the same format.

    Generally, the organization name or the name of the group that is meeting goes at the top: “Meeting of the Board of Directors of XYZ,” with the date on the next line. After the date, include both the time the meeting came to order and the time the meeting ended.

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    Most groups who meet do so regularly, with set agenda items at each meeting. Some groups include a Next Steps heading at the end of the minutes that lists projects to follow up on and assigns responsibility.

    A template from a former meeting will also help determine whether or not the group records if a quorum was met, and other items specific to the organization’s meeting minutes.

    3. Record Attendance

    On most boards, the Board Secretary is the person responsible for taking the meeting minutes. In organizational meetings, the minutes taker may be a project coordinator or assistant to a manager or CEO. She or he should arrive a few minutes before the meeting begins and pass around an attendance sheet with all members’ names and contact information.

    Meeting attendees will need to check off their names and make edits to any changes in their information. This will help as both a back-up document of attendees and ensure that information goes out to the most up-to-date email addresses.

    All attendees’ names should be listed directly below the meeting name and date, under a subheading that says “Present.” List first and last names of all attendees, along with title or affiliation, separated by a comma or semi-colon.

    If a member of the Board could not attend the meeting, cite his or her name after the phrase: “Copied To:” There may be other designations in the participants’ list. For example, if several of the meeting attendees are members of the staff while everyone else is a volunteer, you may want to write (Staff) after each staff member.

    As a general rule, attendees are listed alphabetically by their last names. However, in some organizations, it’s a best practice to list the leadership of the Board first. In that case, the President or Co-Presidents would be listed first, followed by the Vice President, followed by the Secretary, and then by the Treasurer. Then all other names of attendees would be alphabetized by last name.

    It is also common practice to note if a participant joined the meeting via conference call. This can be indicated by writing: “By Phone” and listing the participants who called in.

    4. Naming Convention

    Generally, the first time someone speaks in the meeting will include his or her name and often the title.

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    For example, “President of the XYZ Board, Roger McGowan, called the meeting to order.” The next time Roger McGowan speaks, though, you can simply refer to him as “Roger.” If there are two Rogers in the meeting, use an initial for their last names to separate the two. “Roger M. called for a vote. Roger T. abstained.”

    5. What, and What Not, to Include

    Depending on the nature of the meeting, it could last from one to several hours. The attendees will be asked to review and then approve the meeting minutes. Therefore, you don’t want the minutes to extend into a lengthy document.

    Capturing everything that people say verbatim is not only unnecessary, but annoying to reviewers.

    For each agenda item, you ultimately want to summarize only the relevant points of the discussion along with any decisions made. After the meeting, cull through your notes, making sure to edit out any circular or repetitive arguments and only leave in the relevant points made.

    6. Maintain a Neutral Tone

    Minutes are a legal document. They are used to establish an organization’s historical record of activity. It is essential to maintain an even, professional tone. Never put inflammatory language in the minutes, even if the language of the meeting becomes heated.

    You want to record the gist of the discussion objectively, which means mentioning the key points covered without assigning blame. For example, “The staff addressed board members’ questions regarding the vendor’s professionalism.”

    Picture a lawyer ten years down the road reading the minutes to find evidence of potential wrongdoing. You wouldn’t want an embellishment in the form of a colorful adverb or a quip to cloud any account of what took place. Here’s a list of neutral sounding words to get started with.

    7. Record Votes

    The primary purpose of minutes is to record any votes a board or organization takes. Solid record-keeping requires mentioning which participant makes a motion — and what the motion states verbatim — and which participant seconds the motion.

    For example, “Vice President Cindy Jacobsen made a motion to dedicate 50 percent, or $50,000, of the proceeds from the ZZZ Foundation gift to the CCC scholarship fund. President Roger McGowan seconded the motion.”

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    This vote tabulation should be expressed in neutral language as well. “The Board voted unanimously to amend the charter in the following way,” or “The decision to provide $1,000 to the tree-planting effort passed 4 to 1, with Board President McGowan opposing.”

    Most Boards try to get a vote passed unanimously. Sometimes in order to help the Board attain a more cohesive outcome, a Board member may abstain from voting. “The motion passed 17 to 1 with one absension.”

    8. Pare down Notes Post-Meeting

    Following the meeting, read through your notes while all the discussions remain fresh in your mind, and make any needed revisions. Then, pare the meeting minutes down to their essentials, providing a brief account of the discussion that summarizes arguments made for and against a decision.

    People often speak colloquially or in idioms, as in: “This isn’t even in the ballpark” or “You’re beginning to sound like a broken record.” While you may be tempted to keep the exact language in the minutes to add color, resist.

    Additionally, if any presentations are part of the meeting, do not include information from the Powerpoint in the minutes. However, you will want to record the key points from the post-presentation discussion.

    9. Proofread with Care

    Make sure that you spelled all names correctly, inserted the correct date of the meeting, and that your minutes read clearly.

    Spell out acronyms the first time they’re used. Remember that the notes may be reviewed by others for whom the acronyms are unfamiliar. Stay consistent in headings, punctuation, and formatting. The minutes should be polished and professional.

    10. Distribute Broadly

    Once approved, email minutes to the full board — not just the attendees — for review. Your minutes will help keep those who were absent apprised of important actions and decisions.

    At the start of the next meeting, call for the approval of the minutes. Note any revisions. Try to work out the agreed-upon changes in the meeting, so that you don’t spend a huge amount of time on revisions.

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    Ask for a motion to approve the minutes with the agreed-upon changes. Once an attendee offers a motion, ask for another person in the meeting to “second” the motion. They say, “All approved.” Always ask if there is anyone who does not approve. Assuming not, then say: “The minutes from our last meeting are approved once the agreed-upon changes have been made.”

    11. File Meticulously

    Since minutes are a legal document, take care when filing them. Make sure the file name of the document is consistent with the file names of previously filed minutes.

    Occasionally, members of the organization may want to review past minutes. Know where the minutes are filed!

    One Caveat

    In this day and age of high technology, you may ask yourself: Wouldn’t it be simpler to record the meeting? This depends on the protocols of the organization, but probably not.

    Be sure to ask what the rules are at the organization where you are taking minutes. Remember that the minutes are a record of what was done at the meeting, not what was said at the meeting.

    The minutes reflect decisions not discussions. In spite of their name, “minutes,” the minutes are not a minute-by-minute transcript.

    Bottom Line

    Becoming an expert minutes-taker requires a keen ear, a willingness to learn, and some practice, but by following these tips you will soon become proficient.

    Featured photo credit: Unsplash via unsplash.com

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