Time is important. Use meetings productively.
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Some people believe that meetings are a waste of time. And research shows that meetings, including video meetings, drain people’s energy and particularly women’s energy. If you schedule a meeting, take the opportunity to ensure the meeting is an effective and efficient use of time for all parties involved. Here are three ways you can make the best use of your time:
1. Send a calendar invitation.
Use the calendar function on your email server to send an invitation to any and all meeting participates. You want that meeting to be on their calendar. Don’t assume that people will plug the meeting into their electronic calendar or write it down as a reminder. You have the power to place the meeting on their schedule.
Provide the complete logistical information for your meeting. Use the title of the meeting invitation to clearly highlight the purpose of the meeting. Be clear on how you will connect or the meeting location. If connecting by phone, who is initiating the call and what number should be used? If utilizing a video call, send the link to the online platform you will be using. If the meeting is to be in person, be clear on the location and any health safety measures to follow.
Avoid having to field last minute questions prior to the meeting about meeting logistics. Send the complete information in the calendar invite.
2. Share, in advance, background and contextual information.
Preparation is key to using people’s time efficiently and effectively. To optimize preparation for all parties involved, share the agenda ahead of time. If various people are to lead on particular agenda items, include their name in the document so that the speaker knows to be ready to speak to that item.
3. Confirm the day of the meeting.
If you have not sent a calendar invitation for the meeting (or even if you have), confirmation or a reminder the day of the meeting is critical. People’s schedules and priorities change. Coworkers, even those with good intentions and who are organized, can forget.
Confirming the day of the meeting can be particularly helpful if the meeting is a one-on-one. Meetings with small numbers of people can be forgotten because they may not leave as big of a mental impression.
You can confirm a meeting with a quick phone text or short email, saying for instance, “Hi Addison: Looking forward to connecting by phone today at 11:15am.” You don’t have to ask if the person is still available or that they confirm the meeting. Sending a note like this reminds the person of the event and provides them the opportunity beforehand to communicate with you if they can’t make it so that you don’t waste time waiting for them.
Don’t let meetings waste your time or the time of your colleagues. Email a calendar invitation with a complete profile of meeting logistics, share relevant information ahead of time and confirm the day of. Get the most out of people’s time and energy.
What steps do you take to ensure your time is productive? Share with me your stories and thoughts via Twitter or LinkedIn.
