Four Golden Tips for Time Management In Meetings
When I was a salaried employee, a lot of time was wasted on meetings for an action plan that eventually yielded nothing. The relationship between meetings and time management is very interesting and very important. Meetings are the primary time guzzlers, particularly in the business world. Here are a number of tips on the subject:
Tip 1
It is important for every meeting to have a clear goal and a structured process for monitoring the topics discussed at the meeting. If is held once in a while, the action points from the last meeting should be used to open up the subsequent meeting.
- Example agenda for a staff meeting:
- An update of the action points from the last staff meeting
- Review of the goals of all staff members
- Idea on how to achieve these goals
- Challenges at work and consideration of possible solutions
- Opportunities and idea for improving work
- Main objectives until the next staff meeting
- Action points for a follow-up meeting
In such an example, it is important that someone records all the points and sends a summary to all the meeting participants.
Tip 2
If you are a manager, fifty percent of your work time is often devoted to meetings. Therefore, it is very important to ask yourself how much does your attendance at the meeting contributes to and serves your needs and your company’s goals. If the answer is negative, then it is the best not to attend the meeting.
Tip 3
As you plan the week ahead, regard to your appointments as a fixed variable. Consider the total amount of time you would like to devote to your work. Then begin by subtracting the time needed for meetings that already exist in the diary and the time needed for you estimate (from past experience) may be added on throughout the week.
For example, you plan to devote 3000 minutes (50 hours) to your work this week. Out of this number, you calculate that 1000 minutes (16 hours) will be needed for existing meetings and another 500 (8 hours) minutes to meetings that may be added on. Thus, you now have 1500 minutes (25 hours) for planning other tasks.
Tip 4
I once met with a senior manager who recounted a nice story, which has been etched in my memory. He told me about a very important CEO who would arrange his meetings according to the level of energy they give him. He would set the meetings with a good energy level for the beginning and by the end of the day the meetings he would have preferred to avoid.
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