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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 May 12, 2020

8 Steps to Continuous Self Motivation Even During the Difficult Times

8 Steps to Continuous Self Motivation Even During the Difficult Times

Many of us find ourselves in motivational slumps that we have to work to get out of. Sometimes it’s like a continuous cycle where we are motivated for a period of time, fall out and then have to build things back up again.

There is nothing more powerful for self-motivation than the right attitude. You can’t choose or control your circumstance, but you can choose your attitude towards your circumstances.

How I see this working is while you’re developing these mental steps, and utilizing them regularly, self-motivation will come naturally when you need it.

The key, for me, is hitting the final step to Share With Others. It can be somewhat addictive and self-motivating when you help others who are having trouble.

A good way to have self motivation continuously is to implement something like these 8 steps from Ian McKenzie.[1] I enjoyed Ian’s article but thought it could use some definition when it comes to trying to build a continuous drive of motivation. Here is a new list on how to self motivate:

1. Start Simple

Keep motivators around your work area – things that give you that initial spark to get going.

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These motivators will be the Triggers that remind you to get going.

2. Keep Good Company

Make more regular encounters with positive and motivated people. This could be as simple as IM chats with peers or a quick discussion with a friend who likes sharing ideas.

Positive and motivated people are very different from the negative ones. They will help you grow and see opportunities during tough times.

Here’re more reasons why you should avoid negative people: 10 Reasons Why You Should Avoid Negative People

3. Keep Learning

Read and try to take in everything you can. The more you learn, the more confident you become in starting projects.

You can train yourself to crave lifelong learning with these tips: How to Develop a Lifelong Learning Habit

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4. See the Good in Bad

When encountering obstacles or challenging goals, you want to be in the habit of finding what works to get over them.

Here are 10 tips to make positive thinking easy.

5. Stop Thinking

Just do. If you find motivation for a particular project lacking, try getting started on something else. Something trivial even, then you’ll develop the momentum to begin the more important stuff.

When you’re thinking and worrying about it too much, you’re just wasting time. These tried worry busting techniques can help you.

6. Know Yourself

Keep notes on when your motivation sucks and when you feel like a superstar. There will be a pattern that, once you are aware of, you can work around and develop.

Read for yourself how the magic of marking down your mood works.

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7. Track Your Progress

Keep a tally or a progress bar for ongoing projects. When you see something growing, you will always want to nurture it.

Take a look at these 4 simple ways to track your progress so you have motivation to achieve your goals.

8. Help Others

Share your ideas and help friends get motivated. Seeing others do well will motivate you to do the same. Write about your success and get feedback from readers.

Helping others actually helps yourself, here’s why.

What I would hope happens here is you will gradually develop certain skills that become motivational habits.

Once you get to the stage where you are regularly helping others keep motivated – be it with a blog or talking with peers – you’ll find the cycle continuing where each facet of staying motivated is refined and developed.

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Too Many Steps?

If you could only take one step? Just do it!

Once you get started on something, you’ll almost always just get into it and keep going. There will be times when you have to do things you really don’t want to: that’s where the other steps and tips from other writers come in handy.

However, the most important thing, that I think is worth repeating, is to just get started.

Get that momentum going and then when you need to, take Ian’s Step 7 and Take A Break. No one wants to work all the time!

More Tips for Boosting Motivation

Featured photo credit: Japheth Mast via unsplash.com

Reference

[1] Ian McKenzie: 8 mental steps to self-motivation

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