Cut your meeting time in half

Picture of a stopwatchI am going to share a personal experience with you. This experience changed the way I do things completely.

A few years ago I attended a course in speed reading. The trainer asked this question “What is the fastest way to read this book”. The answers from the group ranged from “read the backside” to “read the table of contents”. You know what the trainer said

The fastest way to read this book is NOT reading it.

So it all starts with setting the right priorities. Today I joined a seminar for entrepeneurs and one of the keynote speakers said that we should be very careful how to spend our limited amount of energy. Meetings really can be a waste of energy and time.

So here is the blueprint to cut the

number of meetings in half (at least)

Step 1:

WHY do we have this meeting? or  – What is the purpose of this meeting?

Sometimes people will say things like

It is very important that the meeting has a specific well defined purpose. In next posts I will write about “brainfriendly meetings”. If there is no purpose your brain will shut off within 15 minutes and start doing other things.  Furthermore – if there is no real purpose you do not have to hold this meeting at all.

Step 2:
Is it really necessary to have this meeting?

Sometimes you get responses like

  • we always meet on mondays
  • to exchange information
  • to keep the project members informed
  • the boss wants us to

These responses can easily be countered. It is more effective to exchange information at the coffee machine or you can make use of adequate ICT solutions to keep you informed about financials, project status etc.

Step 3:
Can we change the interval of the meetings?

Sometimes meetings are on a daily or weekly base. Can your change that interval?

Step 4:
Apply all the steps on all the agendapoints of your meeting.

Applying these four simple rules on your meetings will cut the amout of meetings at least in half. Imagine what you can do with this extra time and energy 🙂

Here are the four rules in a mindmap and here is a downloadable PDF

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