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What's the best way to prioritize tasks before a meeting?

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Meetings are an essential part of any business, but they can also be a source of stress and anxiety if you are not prepared. You may have a long list of tasks to complete before a meeting, but not enough time or resources to do them all. How do you decide what to focus on and what to delegate or postpone? Here are some tips on how to prioritize tasks before a meeting and make the most of your time and energy.

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Ashley Williams
Doris Chow (周菽芬)

Project Management ? Stakeholder Engagement ? Strategic Communications ? Strategic Planning ? Business Development

1 Assess the purpose

The first step to prioritize tasks before a meeting is to understand the purpose and the expected outcome of the meeting. Is it a brainstorming session, a status update, a decision-making meeting, or something else? What are the main objectives and deliverables of the meeting? What are the roles and responsibilities of each participant? By answering these questions, you can identify the tasks that are directly related to the meeting's purpose and outcome, and prioritize them accordingly.

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Ashley Williams
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In my experience, understanding the desired outcome of a meeting is critical. If you can't define that, you aren't ready to meet. You should also be able to classify every attendee as someone you need an action or contribution from, or you are including for awareness purposes, and communicate that, so that people know why they are being included in the meeting.

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Ghegisha Gill

Project Officer at Coventry University Enterprise & Innovation Organisation
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Some ways to assess the purpose of a meeting is to: - share information, updates, or feedback - brainstorm, generate ideas, or solve problems - make decisions, plans, or actions - build relationships and trust - learn, teach, or train

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2 Use a prioritization matrix

A prioritization matrix is a tool that helps you rank tasks based on two criteria: urgency and importance. Urgency refers to how soon a task needs to be done, while importance refers to how much impact a task has on the meeting's outcome or your goals. You can use a simple 2x2 matrix to categorize tasks into four quadrants: urgent and important, urgent and not important, not urgent and important, and not urgent and not important. The tasks in the first quadrant are your top priority, while the tasks in the last quadrant are your lowest priority. You can use this matrix to allocate your time and resources accordingly, and to delegate or eliminate tasks that are not essential for the meeting.

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Ghegisha Gill

Project Officer at Coventry University Enterprise & Innovation Organisation
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Using a prioritization matrix can help you: - Focus on the most critical and time-sensitive tasks that will make the most difference for your meeting - Avoid wasting time or resources on trivial or irrelevant tasks that will not contribute to your meeting - Manage your time and energy more effectively and efficiently - Achieve your meeting goals and objectives more successfully and satisfactorily

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3 Break down large tasks

Sometimes, a task may seem overwhelming or complex because it involves multiple steps or subtasks. In such cases, it is helpful to break down the task into smaller and more manageable chunks. This way, you can estimate the time and effort required for each subtask, and prioritize them based on their urgency and importance. Breaking down large tasks also helps you avoid procrastination and track your progress more easily. You can use a checklist or a project management tool to organize your subtasks and mark them as done when you complete them.

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4 Set realistic deadlines

Another tip to prioritize tasks before a meeting is to set realistic and specific deadlines for each task or subtask. Deadlines help you stay focused and motivated, and avoid distractions or interruptions. However, if you set unrealistic or vague deadlines, you may end up feeling stressed or frustrated, and compromise the quality of your work. To set realistic deadlines, you need to consider the scope and complexity of the task, the availability and capacity of your resources, and the potential risks or challenges that may arise. You also need to communicate your deadlines clearly and transparently to your team members, stakeholders, and meeting participants, and update them if there are any changes.

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5 Review and adjust

Finally, you need to review and adjust your priorities regularly, especially as the meeting date approaches. You may encounter new or unexpected tasks, changes in the meeting agenda or objectives, feedback or requests from your team members or stakeholders, or other factors that may affect your priorities. You need to be flexible and adaptable, and re-evaluate your tasks based on the current situation and the latest information. You also need to monitor your performance and progress, and celebrate your achievements or identify areas for improvement. By reviewing and adjusting your priorities, you can ensure that you are prepared and confident for the meeting.

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Doris Chow (周菽芬)

Project Management ? Stakeholder Engagement ? Strategic Communications ? Strategic Planning ? Business Development
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1) As attendee, I read the relevant meeting materials and prepare the information I may need to contribute an hour before start time. Usually, I will also be in the room 20 minutes earlier to settle in and clarify any questions. 2) For major meetings where I am the secretariat, I prepare the agenda and schedule. Usually, I will also test the AV system and prepare the room at least an hour before. Then I will rehearse by going through the slide decks in presentation mode. 3) For informal meetings, follow up actions are the most important. I need to know my purpose there and what I need to do after that. Follow up emails on action items, note down the tasks in my to-do list, and block my schedule, if necessary, for specific follow up.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What's the best way to prioritize tasks before a meeting?

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3

4

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6

1 Assess the purpose

2 Use a prioritization matrix

3 Break down large tasks

4 Set realistic deadlines

5 Review and adjust

6 Here’s what else to consider

Business Communications

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What's the best way to prioritize tasks before a meeting?

1

2

3

4

5

6

1 Assess the purpose

2 Use a prioritization matrix

3 Break down large tasks

4 Set realistic deadlines

5 Review and adjust

6 Here’s what else to consider

Business Communications

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