scheduling

How You Can Lead More Attentive Meetings

By | Time Management | No Comments
Have you ever sat in a meeting and played around on your phone the whole time? If you answered no then you’re probably lying. The reason why you were on your phone is probably because whomever was leading the meeting wasn’t able to keep your attention. So how can we lead more attentive meetings? While there’s no single solution there are definitely strategies that you can take to capture the attention of those in attendance.

Here’s how you can lead more attentive meetings at work, life, or anywhere.

Define a Purpose

When calling a meeting you need to define a clear and definite purpose. Typically when we call a meeting we feel we’re being proactive and productive. The problem is some individuals call meetings for that reason only. If you don’t have a clear defined purpose for the meeting it’s probably not even worth gathering. One strategy is to write it down on paper first. Once you’ve gathered your thoughts try to create a few action items from your topics. If there’s isn’t much to execute on and or you don’t think it was worth writing down then you should rethink the meeting altogether. The biggest issue with keeping attention is that you don’t have many chances. If your team associates your meetings a lack of purpose then you’ll lose their attention before they’ve arrived.

Respect Everyone’s Time

One of the best ways to lose focus and worst of all respect from your team is to be constantly late for meetings. When you call a meeting you need to be absolutely sure you are there at least 10 minutes early. Yes of course things come up and we are late from time to time. But the old “I’m sorry I’m late something came up” or “my last meeting ran over a few minutes late” can only be used so many times. If your meetings are constantly running late then that shows your team a bit about your time management skills. Another reason why you want to be early is because you should be the one kicking off the meeting. If you stumble into a meeting room with the team already chatting about various topics you’ll have a hard time gathering the focus back onto you.

Phones Where You Can See Them

No matter what someone says about their phone it will always serve as an immediate distraction if buzzed. If their phone is in their pocket and they receive a call or text it’s almost guaranteed that person will at least look at their phone. Even if they don’t answer it still serves as a distraction to not only them but the rest of the group as well. I suggest having every member in attendance silence their cell phone and put it in the middle of the table turned face down. This way you can ensure that everyone’s attention will remain on you and they won’t get distracted by calls, texts, or even worse social media notifications.

Define Rules

One of the golden rules of focus and productivity is organization. If you’re concise and organized most things will fall into place. As you send out meeting agenda’s or hold meetings with new teams or groups make sure your rules are clear and written down. A disciplined group is a focused one. As long as your rules are respectable and concise I’m sure your team will have no problem following them.

Final Thoughts

Leading meetings is tough. When half the group isn’t paying attention it’s really tough not to mention a bit demoralizing. That said you should follow the tips above so you can lead more attentive meetings and a more disciplined team!  
Originally published here.

6 Tips for Successful Calendar Sharing

By | Scheduling | No Comments
Busy companies that employ large groups of people have their challenges. That’s probably why many of them are moving toward shared calendars among their staff. Sharing calendars affords plenty of advantages that make it desirable. For instance, you can more easily oversee staff, prepare for meetings, and manage your day. However, to be effective in a business setting there are 6 tips for successful calendar sharing you should use.

1. Block Time for Your Own Work

One of the first tips for successful calendar sharing is to block time for your own work. Of course, depending on the business this may not be needed. Then again, in a very hectic, meeting packed business environment it may be necessary. In fact, it could be the only way to ensure your own important projects get completed.

2. Stay Up To Date

Remaining current with your own scheduled events is important to successful calendar sharing. If you do not create an event in a shared calendar you run the risk of double scheduling something. For example, the best time to schedule another group meeting is at the end of the meeting you’re at. But if you don’t have your calendar up to date it will frustrate and disrespect others who do. Also, whenever possible, preschedule meetings and appointments that are recurring. This is an additional way to prevent scheduling something else over the top of routine meetings.

3. Eliminate General Entries

Successful calendar sharing is easier when you think about what other people in your workgroup will see. Using general entries such as “Appointment” should be avoided. From that entry it’s unclear whether it’s a personal appointment or a business appointment someone else made with you.

4. Let Others Know Your Scheduling Preferences

If you generally follow the same daily routine the odds are high that close colleagues have noticed. Be that as it may, it’s possible that they don’t know your scheduling preferences. Obviously some shared calendar apps allow certain preferences, such as time slots, to be preset. Nevertheless, if yours does not you might need to let others in your workgroup know your scheduling preferences.

5. Keep Private What Should Be Private

Certainly privacy could be an issue for successful calendar sharing. But many people merge work and personal calendars without issue. It’s commonplace for calendars to have settings that let you make some entries private and others shared. This can prevent co-workers from seeing personal information they do not need to know. However, not all calendars have the same capabilities. Therefore, you can permit everyone to see personal appointments, make entries vague, or not put them on work calendars.

6. Create Gaps Between Events

Most people dislike back to back meetings, but at times they are necessary. Whenever possible, though, try to create at least a small gap between events. As an example, if your workgroup is conducting hiring interviews, try to allow 15 minutes between them. This way if you run over on time you will still stay on track. It also allows others in your interview team to grab a quick drink, use the restroom, or make a call. Of course, effective and efficient business management is important to your career success. For the best shot at successful calendar sharing, try using these tips.
Originally published here.

How to Schedule Your Week for Both Personal and Business Success

By | Appointment | No Comments

Achieving proper work life balance is no simple task. Nowadays as the gig economy grows and thousands of individuals pursue entrepreneurial careers, it’s tough to plan around a consistent life. This is why it’s very common for entrepreneurs to lose grasp of what it means to truly balance your work and life. Business success is great, but if you’re struggling to make ends meet in your personal life have you really succeeded? Here’s how you can schedule your week for success in both business and your personal life.

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