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15

(direct lift from Manager tools: http://www.manager-tools.com/2009/09/timely-meetings-part-1) I have used this approach and it works. Listen to the podcast for much more detail and explanation. Start On Time Pre-publish An Agenda Be Early Yourself Start on Time State or Restate Ground Rules Use a Visible Clock Ignore Latecomers Stay On Time Include ...


10

I am not a conversation specialist but here are some tips that I have been using and I've found them pretty effective. 1) Be the first one to listen, and be the last one to talk. Most of the time you can solicit enough information in the discussion and then come up with a summarizing statement. Those kinds of statement are usually harder to debunk because ...


10

If the meeting is unnecessary, say so privately to the organizer in advance. Suggest who need not be there and discourage them from coming. Have an agenda for all meetings. If possible, decline meeting invitations that don't have them. Set reasonable meeting lengths; not all meetings need to be 30 minutes or longer. Make people who come late contribute to a ...


9

If you are not chairing the meetings: Beforehand, ask for Agenda if one hasn't been sent Ask for Next Actions, person responsible and timelines, if nobody else does Do these two things and you will either not be asked to participate (very efficient) or the meetings will become more focused just because somebody is making them to answer hard questions. ...


8

Doodle is very fast, easy to use, and no registration is required.


7

Have an agenda with items that are clear on what is being discussed. Have a standup meeting. With no one sitting down, it is much likely that everyone wants to finish the meeting and get back to their chairs at their desks. Have a template for minutes. A good template for allows the concise details to be taken. Good minutes also reduces the confusion on ...


6

I try to do as much as possible over email. Obviously I do have to meet and discuss things from time to time. To help those along I start with the meeting duration. Don't set an hour meeting to have a 20 minute discussion just because an hour is the default. Whatever time you set will probably get filled. If you keep to the minimum needed you have a ...


4

http://whenisgood.net/ also works well I've used it a couple of times to schedule online meetings with 4 people from different parts of the world.


4

Prepare and ask others to be prepared ahead of time. If everyone has the background the meeting can go much more smoothly. It may be tough to get everyone to prepare ahead of time, but you can make it a requirement that questions / discussion points be submitted ahead of time to be discussed in the meeting. This obviously works best if the policy is ...


4

I try and insist I get to chair meetings in those environments that I know are poor at managing meetings efficiently. Much of the time existing chairs are delighted to pass the role to me, as in environments where it doesn't run well, they all hate the role. Another method I occasionally use, which is possibly counterintuitive, is to hold meetings in a ...


4

Use time boxing. Assign all items on the agenda an ideal time to finish in. Start a timer when the meeting start to time the meeting. Start a timer at the start of each topic for half the topic time. When the timer rings evaluate the current topic: We are are still on topic. We are moving towards a solution. Now restart the timer. If the timer rings ...


3

The two things you can do to really help here are: Go in with a solid agenda that covers everything you want to discuss. This won't help you with something that comes completely out of left field but it at least helps you organise your thoughts. Practice: this can be anything from debating to improv theatre. If you feel you lose the initiative in these ...


3

This is not exactly for your question but I want to suggest you,especially for kind of these times using Interrupters Log Worksheet Here their suggestions; Keep An Interrupters Log Analyze and Conquer Interruptions Put Your Phone to Work for You (Not Against You) Catch Your Breath Learn to Say "No" "Available" and "Unavailable" Time ...


3

The Pomodoro technique is there to help you improve your focus and get your work done. It is (only) a means to an (that) end. Why would you want to 'claim a pomodoro'? Is it not a measure for anything. Don't try to use it as a unit of time registration. If you need (to attend) meetings schedule them as necessary, they have nothing to do with pomodoros. With ...


2

Sometimes you can set the meeting in hall or coridor. I guarantee, all people involved will be in a hurry and meeting will be more constructive. But this is not for big meetings.


2

Always take notes. Taking notes on paper will be more effective than using a netbook or laptop. I suggest using a system called the "Cornell System", google it for numerous discussions and sources for templates. ("Effective" in this case means maximum value for minimum time invested, and without reducing the personal interaction that is the major reason ...


2

It appears you are looking for arguments for and against note-taking. Not sure what would constitute a right answer, given the question... but my two cents is: Someone who is serious about their job and is detailed oriented is going to take an appropriate level of notes, depending on the context and nature of their job/role. A project manager will be more ...


2

In general, you're right about discouraging note-taking when it is undesirable that people walk away with anything written down after the meeting. In most cases such situations consider ethical or private issues. Here are my examples of situations when note-taking is rather undesirable: Discussion of salary issue between manager and subordinate (not only ...


2

You have two productive options here: Look for a task you have to do that you think would not fit a full Pomodoro but rather 80% of it. Do a bunch of short tasks that only take some minutes each: Clean up and prepare your work environment for the current day. Do some GTD, Pomodoro or E-mail processing; look what you did yesterday and will do today. ...


2

If they have a Google account, it looks like they can now use Google "Appointment slots".


2

There seems to be a wealth of websites which handle this kind of stuff. For instance, http://www.timetomeet.info/ claims to integrate with Outlook, iCal, and Google. However, for integrity reasons it's questionable if you should entrust unknown 3rd party websites with personal schedules. Personally I'd go for a locally installed tool. But, of course, ...


2

I personally scribble notes on scrap paper, then (as soon as possible) afterwards condense them in my Zim wiki. Zim is a fabulous piece of software. I typically have a page per customer or project, then subpages per meeting or subissue. Zim allows searching (did you ever have to search for something that you discussed three years ago, but you don't really ...


2

The Pomodoro Technique is designed for concentration. It's a poor measure of work where all you need to the job is to be present (meetings, service, selling food). And a poor measure of things where you're not at threat of losing focus (being in court, surgery). In general, I won't clock a meeting in Pomodoros. You actually want meetings to be short and 5 ...


2

There are many techniques that can be applied in any combination. It depends on what works for your organization. These are: Make meetings a very scarce resource as if to make them well appreciated and carried out when only absolutely necessary. This makes people realize that this isn't just another meeting and it would rather be quite difficult to get ...


2

To have an effective meeting: Know why you are meeting Publish an agenda ahead of time. Set meeting ground rules Use a parking lot Follow the agenda, end each item with agreement on next steps Know why you are meeting There are only a few reasons to have a meeting. Give information, make a decision, warm human contact. Know why you need this meeting, ...


1

My solution is to use google calendar for this, as it allows you to set time zones or leave an appointment time-zone free to automatically adjust to your current time. see this FAQ for details Once you're using google calendar, there are tons of calendar apps for all devices and platforms that work, plus the very decent web interface it provides.


1

If I am understanding your question and all the comments, you want to have some appointments that adjust for the local time when you change time zones, and others that are always at the same fixed hour of the day, no matter what time zone you are in. Outlook doesn't do that. See ...


1

Outlook certainly does have a time zone function. You haven't said what version of outlook you are using. I am currently on 2010 so this is the set-up for this version (older versions will be similar - though lacking the ribbon pre-2007) If you set up your appointment, on the ribbon next to recurrence there is a globe with 'time zones' underneath. Hit ...


1

Others have mentioned a lot of tools that can do this, but all of them are predicated on the accuracy of everyone's calendar. In certain situations, it's important to maintain your calendar in the context of a group's needs. The first step is to make sure all appointments are up to date in all calendars. There will be a lot of rescheduling when certain ...


1

Doodle is a fairly low impedance way of polling a group of people for a meeting time.



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