A journey of making small changes with big impact (Part 4)

This blog is the fourth in a series of blogs that deal with small changes we all can make that will have a big impact on our lives in the longer run.

The reality is that small changes are easier to integrate into daily routines. The repetition of these small changes will allow them to become habits and we all can do with some good habits!

So often I hear that people complain that they do not get to do their work because they are running from one meeting to the next. Herewith some small changes you can consider to reduce meeting fatigue:

Are you really needed?

Since the Covid pandemic, we meet for even the smallest matter. Things that can be resolved in a quick phone call are now done in meetings. Before merely accepting a meeting, ask yourself two questions:

Can this matter be solved/addressed with a phone call? If so, make the call.

Am I really needed in this meeting? If not, decline the meeting invitation. And don’t feel obliged to offer an explanation. The more you explain, the more it sounds like you should actually be in the meeting.

Another test is to ask: What objective will I meet by attending this meeting, i.e. what is in it for me?

Set up meeting of 50 minutes

Most meetings are set up for sixty minutes which means that you literally run from one meeting to the next without any time to recentre yourself. Instead, set up meetings for 50 minutes. It will allow you 10 minutes to make a couple of notes and mentally prepare for the next meeting. There is nothing that is said in 60 minutes that cannot be said in 50 minutes.

It is also possible to set the standard meeting time in your calendar to 50 minutes as opposed to 60 minutes. This means that when you set up a meeting, it will automatically start with a 50-minute meeting that you then can change.

If you haven’t set up the meeting, accept on the condition that you will have to step out after 50 minutes. You will soon see how others follow suit.

Prepare for meetings

Meetings are often running without direction which in turn result in those meetings running over. Prior to attending a meeting you need to be clear on the objective of the meeting. It is also important to agree on next steps, action items and time lines in the meeting. In the absence of these, you will soon have to meeting again!

Block out focus time in your calendar

Most of us need time to focus, think or attend uninterrupted to a task at hand. Block out time in your diary for this on a regular basis and protect it with your life! Should a meeting invitation come for the same time, decline it. You already have another meeting…with yourself!

You have a meeting to make a decision, not to decide on the question. Bill Gates.