Study Effective Meeting Strategies Including Which Meetings To Decline
Time Management Skills Series: Skill 03
Some meetings cannot be declined because it’s not an option. But many other meetings – ones you schedule and others that seem to sneak up one you – can be declined.
For the meetings you cannot decline, here’s a simple plan to make the time work to your advantage:
- Develop the right attitude about the meeting – it’s all your work and a key responsibility is making it all work. To learn how to cultivate the best state of mind for handling unexpected surprise, listen to this Getting Things Done podcast episode.
- Use the Daily Schedule Template to ensure you get your most important tasks completed, before or after the meeting (depending on when it starts and ends). If you have advance notice, this tool makes it much easier to prevent (your perspective about) the meeting from negatively affecting your productivity.
- Be Fully Present at the meeting, knowing that you’ve planned and executed well by using the tools and techniques provided through the free and premium resources on this training site.
- Get the meeting agenda beforehand whenever possible and do foundational work to discover what value you can gain from the topics listed and the people attending.
- See the meeting as a break. Relax and take in what is going on inside the heads of the people who work alongside you. You can also use this time to reflect on what going well and what needs attention.
For meetings you can decline (especially meeting requests made outside of the office), follow these guidelines:
- Decide that everything and everyone does not have the same level of value and importance. Author Gary Keller covers this idea well in chapter 4 of his book The ONE Thing where he states that , “Equality is a lie. Understanding this is the basis of all great decisions.”
- Guard your time away from the job or business. This is imperative if you intend to create a satisfying and fulfilling life. The Daily Schedule Template has a section at the bottom right called 15-minute Power Blocks. These time blocks should be allocated to creating the life you’ve imagined and doing so when your mind is sharpest and your energy highest.
- Determine what and who is most important using Warren Buffet’s 2 List Strategy. Warning, this method is pretty intense and makes you really think about what and who matters to you.
After you’ve completed the exercise for 2 List Strategy, revisit Time Management Skill 2 – Adopt a decision making process that factors in your vision. The results of the 2 List Strategy can bring clarity to your Visionary Level (50K Feet) Perspective and Life Plan.