Reduce - Deepstash

Reduce

  • Reduce frequency: Not all meetings need to be weekly. Reduce them to however often you need to stay on track.
  • Reduce length: Your default could be 30 minutes or 45 minutes.
  • Reduce drive-by meetings: Informal meetings can be valuable. But they can also be overwhelming when they take up the very limited amount of time you have between scheduled meetings.

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MORE IDEAS FROM These 9 meeting hacks can help you get back hours each week

  • Have an agenda: Make sure that no meeting wanders aimlessly without clarity about why you’re meeting and what you’re hoping to accomplish. 
  • Have a facilitator: He can explain the agenda, keep the conversation flowing in the right direction and make sure that everyone has clarity on the next steps by the end of the meeting. 
  • Have an out: This could mean scheduling back-to-back meetings or scheduling something at a time where you or the other person attending has to leave for something specific like catching a train. 

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  • Done right, meetings provide an excellent structure for getting work done, making decisions, and moving projects forward. 
  • Done incorrectly, meetings keep you from focusing on your most important priorities and are a complete waste of your time.

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  • Don’t schedule meetings: The answer to every issue or to moving ahead every project isn’t scheduling a meeting. 
  • Don’t attend meetings: You don’t have to accept every meeting invite you receive. Go to and be fully present at meetings where you have something to contribute or learn.
  • Don’t agree to meetings requests from people you don't know: If you think a meeting is necessary, schedule it yourself.

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RELATED IDEA

  • Capture. Write down everything you need to do.
  • Clarify. Break down each task into an actionable next step. 
  • Organize. Move each of those actionable tasks onto a specific list: E.g: Action: Things to do next, Waiting For: Tasks or projects you’ve delegated or are waiting on other people for, etc.
  • Reflect. Set time aside to re-assess your priorities and update your lists weekly or daily.
  • Engage. Start working through your Action list in order.

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....is the most important component for conducting more effective meetings.

It establishes the parameters, organizes the terms of reference and tells everybody in the room why they are there, for how long, and what they need to accomplish.

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When it comes to our daily schedule, most people fall into one of two camps:
  • The Overscheduler: Their days are determined from the moment they wake up to their evening routine.
  • The Minimalist: They’ve got one or two recurring events, but a whole lot of white space so they’re “free” (at least on paper) for long stretches of work.

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