You are about to meet with colleagues at the start of a new project, and you have to make an important telephone call to a client. You also have a regular departmental meeting scheduled--what will you do?
Attending to Competing Events
How you prepare for these events is the key to participating in them in a time-efficient manner. Preparation is the key to saving time. Sandra, Chris, Larry, and Lisa have very clear views about planning. Follow along to learn how they went about preparing for recent activities, and the results. Sandra: It wasn't worth preparing for the team meeting I attended.
I only went out of habit, and I knew that I had no contribution to make. Chris: I spent a lot of time producing slides about our old range of pastries. Unfortunately, the client I was speaking to only seemed interested in our biscuits, and I had no slides to show her. Larry: I put together an excellent training package for Irma.
Unfortunately, when I telephoned her to discuss it, I discovered that she hadn't received the plan, which made our conversation difficult. Lisa: I started my planning for the project team meeting by asking myself what questions I needed to answer if I was going to get the most out of the meeting. As a result, the meeting went well.
Saving Time
Lisa was the only person who took an approach to preparation that ensured that she saved time, rather than used it inefficiently during her meeting. Attending a meeting out of habit, like Sandra, is a bad use of time. So is trying to have a conversation with someone who has not received a vital document, like Larry, or failing to anticipate what the client is interested in, like Chris.
They made these errors because, unlike Lisa, they did not ask the right questions at the start - the key to their preparation. Asking yourself the right questions to begin with puts you on the right road to time-efficient meetings, and other events in your working life. Failing to do so is costly. Exercise - Effective Meeting Planner So, let’s try an exercise.
You are not convinced that your assistant, Ken, plans for meetings in a way that enables him to make the most of the time they demand. You decide to point out to him the one key requirement of an approach to planning that will save him time. What do you say? These might be your options: 1 - “Make sure that you allocate plenty of time to planning." (...)
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