{"id":1412,"date":"2020-05-10T22:15:32","date_gmt":"2020-05-10T21:15:32","guid":{"rendered":"http:\/\/towncryyers.com\/?p=1412"},"modified":"2020-05-10T22:15:37","modified_gmt":"2020-05-10T21:15:37","slug":"how-to-minimize-meetings-to-increase-productivity-at-home","status":"publish","type":"post","link":"https:\/\/towncryyers.com\/index.php\/2020\/05\/10\/how-to-minimize-meetings-to-increase-productivity-at-home\/","title":{"rendered":"How to Minimize Meetings to Increase Productivity at Home"},"content":{"rendered":"\n
<\/p>\n\n\n\n
From scheduling breaks in your calendar to establishing a\n\u201cno meeting\u201d day each week, these tips will help you maximize your workday and\navoid being stuck in back-to-back calls.<\/em><\/p>\n\n\n\n
By Marina Khidekel, Head of Content Development at Thrive\nGlobal<\/p>\n\n\n\n
Our shift to remote work has changed the nature of our\nworkday, and as we navigate through new tasks and different boundaries, seeing\nmore meetings on our calendars can add to our stress and detract from our\nproductivity. As Thrive\u2019s founder and CEO Arianna Huffington wrote in her\nrecent newsletter, \u201cWe\u2019ve all been there: seeing a meeting mysteriously pop up\non our calendar with no explanation, agenda or stated goal. Sitting through a\nmeeting we really don\u2019t need to be a part of. Or reaching the end of a meeting-filled\nday and realizing we haven\u2019t really done anything.\u201d The reality is, eliminating\nor minimizing meetings from our calendars can actually help us communicate\nbetter and work more efficiently.<\/p>\n\n\n\n
We asked our Thrive contributors to share their own best\npractices for cutting down on meetings that are detracting from their\nproductivity. Which of these will you try?<\/p>\n\n\n\n
Schedule \u201cwhite space\u201d for yourself<\/strong><\/p>\n\n\n\n<\/figure>\n\n\n\n
\u201cOur schedules feel especially crammed right now, which\nmeans it\u2019s crucial to create white space on your calendar. I\u2019ve found that\ncarving out down time in between meetings gives my mind room to process all\nit\u2019s taking in, and it allows me to see things I might miss otherwise. White\nspace invites forward your creativity, reconnects you with your values, and energizes\nyou so you don\u2019t burn out. Every work day, I\u2019d suggest blocking off at least\none hour to let your mind and body rest. Give the calendar entry a different\ncolor so it stands out, and a title that evokes its purpose. Mine is in red,\nand it\u2019s called \u2018Reflection Time.\u2019\u201d<\/p>\n\n\n\n
Replace calls with emails when you can<\/strong><\/p>\n\n\n\n
\u201cI\u2019ve minimized meetings that are detracting from my\nproductivity by opting for emails when applicable. I noticed that I had\nmultiple recurring check-ins on my calendar that usually occur in person, but\nhave since changed them to email check-ins to free up my calendar for the\ntime-being. Adapting meetings is crucial to maintaining high levels of\nproductivity. Sometimes a short email is more than enough to get a message\nacross!\u201d<\/p>\n\n\n\n
\u2014Alyssa Swantkoski, executive assistant, Denver, CO <\/p>\n\n\n\n
Color-code your calendar <\/strong><\/p>\n\n\n\n
\u201cOne of the techniques I use to eliminate my time spent in\nunproductive meetings is tracking which recurring meetings are not valuable to\nme. To do that, I change the color of a meeting on my calendar after I attend\nif it was not a good use of my time. After\na few weeks, you can look back over your calendar and get a sense of which\nrecurring meetings should be cancelled or reduced in frequency.\u201d<\/p>\n\n\n\n
\u2014Alexis Haselberger, time management and productivity coach,\nSan Francisco, CA<\/p>\n\n\n\n
Keep a \u201cthree meetings per day\u201d rule<\/strong><\/p>\n\n\n\n<\/figure>\n\n\n\n
\u201cAfter a few weeks of Zoom fatigue, I have been vigilant\nabout scheduling and controlling my calendar. I schedule no more than three\nvideo meetings in a day, opt for a phone meeting when possible, and block off\nparts of the day to be meeting-free. This has resulted in better energy and\nmore productivity.\u201d<\/p>\n\n\n\n
\u2014Surabhi Lal, strategist and educator, New York, NY<\/p>\n\n\n\n
Only invite necessary attendees<\/strong><\/p>\n\n\n\n
\u201cTaking time to thoughtfully plan a meeting is key. Whether\nin person or online, I\u2019ve found that it\u2019s important to ensure that the right\npeople are invited to a meeting and that the agenda is clearly stated. Having\nthe right people on the meeting invite will lead to more productive meetings.\u201d<\/p>\n\n\n\n
\u2014Marta Chavent, change and management consultant, France<\/p>\n\n\n\n
Institute a time cap<\/strong><\/p>\n\n\n\n
\u201cWhen scheduling meetings, be clear about goals and how much\ntime to spend on each one. Whether you\u2019re deep-diving into a topic or simply\ntouching base to keep a project on track, having the right amount of time for\nmeetings is super important. While I err on the side of shorter 30-minute\nmeetings to maximize efficiency, I may need to double the time when it\u2019s a\nroll-up-your-sleeves brainstorming session or for a deep dive working session\nwhere I know 30 minutes won\u2019t do the trick.\u201d<\/p>\n\n\n\n
\u2014Whitney A. White, entrepreneur and business coach,\nWashington, D.C. <\/p>\n\n\n\n
Have a team conversation about expectations<\/strong><\/p>\n\n\n\n
\u201cTo minimize how many meetings I attend, I don\u2019t give other\npeople access to schedule them on my calendar, and I also make sure there is an\nunderstanding that I may not accept the invitation depending on my plate that\nweek. I try to be clear that I need recovery time in order to show up engaged\nand effective, and I have the right to decline the first request for a meeting\nbased on my own personal recovery. This needs to be a team conversation ahead\nof time, but teams appreciate this! When you prioritize boundaries and recovery\ntime, others begin to recognize the benefit, and allow recovery time for\nthemselves.\u201d<\/p>\n\n\n\n
\u2014Natalie Johnson, M.S., co-founder and chief visionary,\nTampa, FL<\/p>\n\n\n\n
Categorize your meetings<\/strong><\/p>\n\n\n\n<\/figure>\n\n\n\n
\u201cOne helpful tip I\u2019ve found is to divide your meetings into\ncategories, and set guidelines for when they can be set up. The category of\nmeeting should also help decide just how many people need to be there. There\nare some meetings that would be to deal with a big project or big-picture\nissues. Other meetings might be needed to solve a very specific problem that\ntwo people could knock out in fifteen minutes. It\u2019s important to only invite\nthe people who are needed there.\u201d<\/p>\n\n\n\n
\u2014Janice Chaka, career coach, Springfield, MA<\/p>\n\n\n\n
Establish a \u201cno meeting\u201d day each week<\/strong><\/p>\n\n\n\n
\u201cSetting boundaries is key when it comes to meetings and\nproductivity. I find that establishing set \u2018no meeting\u2019 days is a great way to\nmake sure people actually have clear chunks of time when they know they can\njust keep their heads down and work productively.\u201d<\/p>\n\n\n\n
\u2014Janice Chaka, career coach, Springfield, MA<\/p>\n\n\n\n
Swap videos for calls when possible<\/strong><\/p>\n\n\n\n
\u201cBeing overbooked with Zoom meetings has been a huge trend.\nThe fatigue of screen time combined with feeling a lack of time to actually get\nwork accomplished has taken a significant toll. One thing that\u2019s made a big\ndifference for me is asking, \u2018Does this need to be over video?\u2019 And if it\u2019s not\ncompletely necessary, making it a phone call instead is just fine. There\u2019s a\nfalse sense of needing to see each other to be connected and now, but turning\nvideo conferences to calls can help us avoid Zoom overload.\u201d<\/p>\n\n\n\n
Create a workweek template<\/strong><\/p>\n\n\n\n<\/figure>\n\n\n\n
\u201cCourse-correcting from too many meetings comes down to\nthree magical words for me: ideal work week. I am very protective of my time,\nso in order to prioritize what matters to me, I create an \u2018ideal work week\u2019\ntemplate for myself each week. With this template, I make sure that the things\nthat I know have to happen weekly are pre-scheduled, recurring, and sit at the\nsame time on my calendar. For meetings that don\u2019t need to be prioritized, get\ncomfortable saying \u2018no\u2019 or \u2018not now.\u2019\u201d<\/p>\n\n\n\n
\u201cI\u2019ve found that tech fatigue is even more common now that\nwe\u2019re online exponentially more than usual. To help balance all the meetings\nyou\u2019re being invited to, maintain certain hours when you have no screen time,\nand mark those hours on your calendar. Block off the time as \u2018busy\u2019 to let your\neyes rest and help protect your well-being.\u201d<\/p>\n\n\n\n
\u2014Dr. Wayne Pernell, leadership coach, San Francisco Bay\nArea, CA<\/p>\n","protected":false},"excerpt":{"rendered":"
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