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Make Every List Count – Don’t Note Everything

Make Every List Count – Don’t Note Everything
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Make every piece of information you record count. Dumping all the information and notes you find and organizing them later means that you’ve sifted through the information twice. This is a waste of your time and doubles the amount of effort required to get to the information that you really want to keep and tremendously hard to sift through when you need to find that nugget of information that makes sense.

Here’s a typical scenario. When listening to a lecture, talk or class; it’s not uncommon to see someone with a dictaphone recording the whole talk. You may think this is a great idea because then they will have all the information stored and can go back and listen to the entire talk again. Not so, most likely they will listen back to the recording and make notes or lists from the talk. They are effectively summarizing it and editing out the information. But they could have done this the first time round. They are repeating an exercise they could have performed initially when they first heard the talk.

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What Happens if You Record Everything

Dumping notes are a bad habit. You get the false idea that you can easily get all the information that you need, whereas what It actually leads to is a mountain of unprocessed notes and you will eventually reach a point where your ‘inbox’ is full of recordings, clips and papers that become a major procrastination point. A few days or weeks later, you look back at your pile of unprocessed notes and get into a panic about, not only finding the correct note, but also processing it.

Process As You Go

When you create a list, everything you write or record has to count. It’s a great way to summarize and organize your notes into digestible pieces. When you are at a talk, making list notes is a more effective way of capturing all the information because it requires you to process what is presented whilst it’s ongoing. This gives the added benefit of you analyzing what is said so that if you do have any relevant questions, you can ask them. Having the points in list form makes it easier to go through your notes to raise the right questions. Dumping all the information and processing it later ensures that you fail to collect more relevant answers to the questions you may have. You discover the questions too late.

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Processed lists are easier to organize. That big pile that you have is likely, unorganized and in a generic pile. Now that you process them as you go, you can file them into the right place so that you know where it is when it’s time to use that list. No more relying on search functions. A few days later, someone asks for your opinion on the talk… well you’ve already processed it all and can retrieve it easily in a form that you can easily understand.

Why It Works

You’ll be prepared.

Because you’ve already processed your list is now full of all the data that counts, you’ve effectively created a cheat sheet in advance. There’s no need to sift through the mountain of papers (or virtual notes) and then have to filter out the unimportant things because it’s already been done. This means you can apply laser focus to your objective.

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Reduced Procrastination.

A big factor that effects your ability to get things done is how much preparation you need to do before you get down to it. If you’re planning a meal having to sift through a big pile of unorganized recipes that are bundled together in video clips, writing and notes that you previously stored becomes a massive hurdle to get over before you even start on any recipe. It becomes easier to order a delivery or go out. But if you have already processed your list and instructions, it becomes much simpler to pick out the recipe and follow the list that you created that shows you how to cook that meal.

It’s Always Ready.

You’re updating your website and there’s a widget that you wanted to add. You’ve already processed your list so that it contains the code that you want. It’s just a case of grabbing the code and adding the code for the widget. There isn’t the need to search for it again on the web, read through the documents again and find the widget amongst all the documentation. You’ve already prepared it.

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It Removes Duplicate Work

“I’ll deal with it later.” Then you dump all that information into a note. Before you did that, you already read it once. That means, if and when you get round to “dealing with it” you’ll be reading it again to process and then summarizing. That’s work you could have completed the first time round and made you more productive.

Common Uses

I’ve already shown how this method can be used for lectures or talks. Here are some other methods it can be used for.

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  • Movie Lists – You store a bunch of reviews that you go through later to decide what type of movie it is. By processing this when you come across the review, your list will contain short concise descriptions to about the movie. There’s no need to go through a big pile of reviews that you’ve collected just to find something to watch.
  • Job Applications – You’re job hunting and you’ve collected up a pile of job descriptions. Pre-processing each job description requires you to evaluate the opportunity and helps you to list down the relevant information about each job. When you decide which jobs to apply for, there’s no need to filter through all the descriptions again because that’s already been completed.
  • Apartment Hunting – A big bunch of online descriptions for a variety of houses or apartments that you may be interested in. Dumping them all into one note makes it harder to sift through. Instead, read through each description and separate them out into different lists – bedrooms? location? By preprocessing, it becomes much easier to compare each property before evaluating which place to make an offer on (whether you are buying or renting).

More by this author

Hoi Wan

Hoi is a mobilist who blogs about technology trends and productivity.

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Published on July 27, 2021

15 Smart Video Conferencing Etiquette Tips to Follow

15 Smart Video Conferencing Etiquette Tips to Follow
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During the pandemic, video conferencing replaced in-person meetings and has now become the standard option for business meetings. Over the past 17 months, most workers have gotten past the video conferencing learning curve with Zoom or Microsoft Teams (or their platform of choice).

But just as with in-person meetings, attention can wax and wane. Some say we’re just not used to staring at ourselves so much on the screen. Instead of fixating on that, try employing smart video conferencing etiquette, or you may risk indiscretions that will flag you as a slacker.

Put the Pro in Professional

After more than a year of fine-tuning, here are the new rules of video conferencing etiquette.

1. Mute Your Mobile and Other Devices

The first video conference etiquette you need to know is muting your other devices. Just as in the pre-COVID days, someone’s obnoxious ring tone blaring Taylor Swift’s newest single in the middle of a meeting is also an annoyance if it happens during a Zoom meeting and so is the inevitable fumbling to turn off the sound. Even the apologies to the group get tiresome.

Also, when notifications are activated on the computer that you’re using for the meeting, the incoming message takes over the audio and you’ll miss out on snippets of the conversation. Be sure to eliminate this possible faux pas.

2. Dress the Part

While working from home, you may have fallen into the habit of slipping on your comfiest T-shirt each day. Hey, no judgments! But before you log on to your video conference, try to make an effort with your appearance.

Depending on your company culture and the importance of your meeting, consider dressing the part of the professional whom you wish to project. It will help you feel more self-assured, and others will likely take you more seriously.

For women, wear light make-up, put on earrings, and make sure your blouse is crisply pressed. For men, show up freshly shaved. Wearing a crisp collared shirt in a solid color will usually suffice.

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Pro Tip: Stay away from wearing white or black, unless those colors look great on you. Consider wearing light blue or brown instead.

3. Stage Your Workspace

Have you noticed the backdrops of experts interviewed on news shows? Bookshelves and photographs are carefully curated, and no busy-patterned furniture or artwork is in sight.

Take note of what appears behind you when you choose the location of your video conferences. Piles of junk mail on the table or stacks of folded laundry on the couch will convey more about your personal life than you care to share. Make sure you remove clutter from the camera’s eye, and present a tidy, orderly workspace to your colleagues, coworkers, and bosses.

4. Put Some Thought Into Lighting and Perspective

Be aware that in a video conference, your computer camera can actually make you look up to ten pounds heavier depending on where you sit. But you can easily drop those added pounds by moving back from the screen to diminish the wide-angle distortion.

Frame your head on the screen by tilting the screen up or down. Also, it’s best to not place yourself in front of a window or bright light, which makes you appear in shadow. Instead, face the light source, moving it (or yourself) until you have a flattering amount of illumination. You can also purchase some small spotlights that allow you to add light as needed.

Pro Tip: If your lights add too much redness to your skin, consider counter-balancing with a green filter.

Remember That Half of Life Is Showing Up

5. Arrive on Time

In the old days of in-person meetings, it was nearly impossible to slip in late into a meeting unnoticed. In today’s video conferences, logging in late still shows poor form. Instead, strive to arrive five minutes early and get yourself settled.

Once the meeting is underway, the host may be less attentive about late arrivals waiting to be let in. Diverting the host’s attention away from the meeting with a tardy entry request is the ultimate giveaway that you didn’t honor the schedule. If you don’t want a black mark against you, log in on time.

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6. Turn on Your Video

Few people like to see their face on the screen, but buck up and turn on your camera in video conferences. In most cases, it’s better to be a face on a screen than a name in a blank square. Your statements will be more memorable when other meeting attendees can see you.

If you need to turn off the video, either because of a poor connection, some commotion in the room, or a need for a quick break, give a short explanation via the chat feature. Then, go back on video as soon as you’re able.

Pro Tip: Keep your explanation for your departure pithy. “Sorry! Doorbell rang. Back in five” says it all. Be sure to honor what you say in chat and really do return in five minutes.

7. Plan Ahead Before Sharing Your Screen

Don’t be one of those people who makes everyone else wait as you click through folders in search of a document. That’s just poor video conferencing etiquette. If you know you’ll need to share a document or video on your screen, prepare by pulling it out of its folder and onto your desktop. Also, clean up the files and folders on your desktop to reduce clutter and facilitate easy access. Close other programs like chat, calendar notifications, and email. Disable pop-up notifications to ensure there’ll be no unforeseen distractions.

Be sure to remind the host before the meeting that you’ll need them to activate the screen-sharing function. Show courtesy once you’re finished by hitting “stop share” to return to the screen with participants.

Attend to the Pesky Details

8. Make Sure That Meetings Remain Right-Sized

With the easy accessibility of video conferencing, it can be tempting to extend the meeting invitation beyond the core group and include everyone peripherally involved in a project. But just as with in-person meetings, the more people involved, the more unwieldy the meeting becomes.

Use good judgment when asking others to sit through a video conference so that you don’t needlessly take up others’ time and so that participants can be fully engaged.

9. Remember to “Unmute” Before You Speak

Most of us are likely able to count on one hand the number of video conferences when someone didn’t have to be reminded, “You’re on mute!” Forgetting to unmute before speaking has become one of the most common missteps in video conferencing.[1]

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Show everyone your impeccable video-conferencing poise by managing your mute feature with flawless control.

10. Stay on Point to Keep the Meeting Length in Check

As with in-person meetings, an agenda with assigned time limits for discussions remains necessary to keep a meeting focused. Data shows, however, that video conferencing can actually reduce meeting time.[2] Reasons include the elimination of commuting time and the ability to screen share and annotate to keep everyone on task.

Additionally, side conversations are virtually impossible with video conferencing now that you can no longer have back-and-forth exchanges with the person beside you.

Pro Tip: If you’re running the meeting, let attendees know in advance the protocol for the chat feature. Is it okay for them to “chat among themselves” or not? (See point 11, as well.)

Talking Has a Time and a Place

11. Chat Appropriately

Just like side conversations or texting in an in-person meeting, the use of the chat feature during a video conference can be disrespectful unless it’s directed to all participants. Hence, it’s good video conferencing etiquette to mind your use of the chat.

At the start of the meeting, you may want to ask the host if it’s alright for participants to use the chat feature. This allows them to disable it if they choose. Used appropriately, it can be a helpful tool to clarify or amplify an earlier point once the conversation has moved on or to let the group know that you need to sign off early (and why).

12. Use the “Raise Hand” Feature to Avoid Interruptions

The slight lag in many video conferences can result in speaking over another person if you attempt to jump into a conversation. To avoid this awkward interruption, indicate when you have something to add to the discussion with the raise-your-hand feature that signals the host you would like to speak. This effective meeting management device makes video conferencing run more smoothly, especially with a large group, but it must be activated and monitored by the host.

Pro Tip: For meetings of six to ten people, sometimes the old-fashioned raising of your physical hand may be the best option. But it’s up to the meeting host. Ask them what they would prefer, and follow that.

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13. Don’t Record the Session or Take Photos Without Prior Permission

In this case, not sharing is caring. The “sharing culture” made popular through social media has little place in video conferencing. Before recording a meeting or capturing a screenshot of the participants, always ask for consent in advance from the full roster of attendees. Knowing that a video conference will be photographed or recorded could have a bearing on what others are willing to discuss.

Manage Yourself

14. Minimize Distractions

While de-activating audio and video features can keep distractions from affecting the other participants, you will need to manage noise and disruptions on your end to give your full attention to the meeting.

Move out of high-traffic zones in your home, keep your door closed, and ask family members to be considerate.

15. Save Snacking for Later

Save snacking for later—or earlier. Eating while on video conference is a no-no. Munching in front of the group while close to the camera—as you are when video conferencing—subjects the participants to an up-close and (too) personal view of your food consumption process.

However, it’s perfectly fine to sip quietly from a glass of water or cup of coffee or tea. If the meeting threatens to last for more than two hours, you may want to ask the host in advance to schedule a five-minute break at the halfway point.

Final Thoughts

Even though bosses are now beginning to ask workers to spend some of their workdays on-site, up to 80 percent will permit employees to work remotely at least part of the time, which means more video conferencing in your future.[3] Mastering these video conferencing etiquette tips will help you dial in—as well as dial back—your participation and demonstrate your unwavering level of engagement to the team.

Featured photo credit: Chris Montgomery via unsplash.com

Reference

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