Hopefully you are enjoying the beautiful summer we are having! I just got back from a week-long vacation in the north woods where I spent time with my family kayaking, paddle-boarding, canoeing, biking, and swimming. I also spent a great deal of time reflecting on the first half of the year and evaluating how I’m doing at achieving my intention of creating more white space in my life. The fact that I could take an entire week off with my family is a pretty good indicator that I am well on the way! (Though, admittedly, I did log in and check emails a few times. It’s really hard to break old habits…)
I attribute this progress to a combination of defining what is most essential and learning to say “no.” Another important change that has allowed me to create more white space has been reducing the number of meetings I request and attend. I asked myself: “Are all these meetings really necessary?” Sometimes I felt like I was meeting just for the sake of meeting. I can bet many of you have felt the same before. As a matter of fact, the “top time-waster at work” was reported to be meetings —topping even the Internet!! (According to Salary.com “Wasting Time at Work” survey, 2012 and 2013).
We have such a “meeting culture” that often times the default is to have a meeting. I looked at the meetings I was part of and asked “Do we really need to meet?” and “Can we make better use of the time?” or “Is there a different way to take care of X?” Of course, some meetings are necessary, but I found that many were not. A lot of what was being discussed really could be accomplished via email or a quick phone call.
While there will always be a need for meetings, my goal is to meet only when that is the best option. When it is the best option, I make sure to respect everyone’s time by:
- Defining the purpose of the meeting upfront. What is our ideal outcome?
- Determining how much time is really needed for the meeting. If it’s only 15 minutes, that’s all I request.
- Sharing any necessary materials and a draft agenda a few days before the meeting, so attendees can be prepared.
- Thinking carefully about who should be invited and try to get the right people at the table.
My best meetings are the ones where everyone leaves feeling connected and energized. We accomplished something and have clear action items, next steps and defined accountability.
What about you? What are your best meetings?
