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How can you effectively manage time with multiple meetings scheduled throughout the day?

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Managing your time effectively when you have multiple meetings scheduled throughout the day can be challenging, but not impossible. With some planning, prioritizing, and communication skills, you can avoid stress, confusion, and burnout. In this article, we will share some tips on how to prepare for, participate in, and follow up on your meetings without compromising your productivity and performance.

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Semako E. Aime Adovohekpe

Asset Management Professional | 10+ years in Operational Asset Maintenance | 03+ years of International Work Experience…
Ankita Agarwal

Director of Product | SaaS| B2B & B2C | CRM | Marketing | iGaming | Product Strategy
Hamdi Hegazi

Human Resources Benefits & Employee Engagement Manager @El-Araby Group | MBA

1 Set clear goals and agendas

Before you accept or schedule any meeting, make sure you have a clear goal and agenda for it. What is the purpose of the meeting? What are the expected outcomes? What are the topics or tasks to be discussed? How long will the meeting last? Who are the participants and what are their roles? Having these questions answered in advance will help you decide whether the meeting is necessary, relevant, and valuable for your time. It will also help you communicate your expectations and objectives to the other attendees and keep the meeting focused and efficient.

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Semako E. Aime Adovohekpe

Asset Management Professional | 10+ years in Operational Asset Maintenance | 03+ years of International Work Experience | 07+ years of Multicultural Experience
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One way to make meetings more efficient is to use a Visual management system (VMS) where actions are logged, each with a single (main) owner, and agreement is made to update the status on that VMS (whether online file or physical board) prior to the start of the meeting. That way, during the meeting, the status of each action is quickly seen/read, and further inputs (if necessary) can be quickly be obtained from the other attendants.

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Hamdi Hegazi

Human Resources Benefits & Employee Engagement Manager @El-Araby Group | MBA
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Prioritize: Not all meetings are equal. Decide which are urgent and important, then plan accordingly. Plan: Use a calendar app and block time for each meeting and buffer periods between them. Agendas: Request or create clear agendas beforehand to stay focused and avoid wasting time. Delegate: If possible, delegate attendance or contributions to others for less critical meetings. Be mindful: Take breaks between meetings to recharge and stay sharp.

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Mohammad Shahidul Islam, PhD., MM.

Assistant Professor in Marketing @ BRAC University - Globally 5th for SDG 1 in THE | Mentor - Kinesics experience in Hospitality | CAUTHE Best Paper Award Winner-2023
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Distinguish between critical and less urgent meetings to optimize daily schedules. Utilize calendar and scheduling apps for efficient planning and to insert buffers between meetings. Begin each meeting with defined goals and end with actionable items to maintain focus and productivity. Incorporate short breaks between meetings to refresh mentally and sustain cognitive performance. Empower team members to handle certain meetings, focusing personal attendance on those requiring your direct input. Regularly assess the effectiveness of meetings and adjust strategies to enhance time management and meeting productivity.

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Adrian Milito

Gerente de sucursal en Banco de la Nación Argentina/Scrum Master Liderazgo Agil
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Es muy importante fijar y definir prioridades de temas a desarrollar en una reunión, y a su determinar el tiempo de la exposición a fin de generar luego espacios de interacción y feedback por parte del equipo.

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Hamdi Hegazi

Human Resources Benefits & Employee Engagement Manager @El-Araby Group | MBA
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Set clear goals & agendas, prioritize meetings (urgent/important), use the Eisenhower Matrix. Optimize Meetings: Shorten durations, use an agenda, delegate when possible. Stay Focused: Take breaks, use technology (calendar apps, reminders), follow up promptly.

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2 Prioritize urgent vs important tasks

Not all meetings are equally important or urgent. Some may require your immediate attention and input, while others may be less critical or can be delegated or postponed. To manage your time effectively, you need to prioritize your meetings based on their urgency and importance. A useful tool for this is the Eisenhower matrix, which divides tasks into four quadrants: urgent and important, urgent but not important, important but not urgent, and neither urgent nor important. By applying this matrix to your meetings, you can decide which ones to do first, which ones to delegate or reschedule, which ones to plan ahead for, and which ones to eliminate or decline.

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Pankaj Choudhary, SHRM-SCP

People Experience | HR Advisor | People Success | Strategic Business Partner | APJ
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Determine the importance and urgency of the tasks. Use tools like the Eisenhower Matrix (urgent vs. important) to categorize tasks quickly.

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Adrian Milito

Gerente de sucursal en Banco de la Nación Argentina/Scrum Master Liderazgo Agil
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Determinar la importante y urgencia de los temas a tratar es esencial para que la presentacion o reunión sea exitosa y no cotidiana.

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3 Block and buffer your time

Once you have prioritized your meetings, you need to block and buffer your time accordingly. Blocking your time means setting aside a specific period of time for a specific meeting or task, and sticking to it. Buffering your time means adding some extra time before or after a meeting or task, to account for any delays, interruptions, or transitions. Blocking and buffering your time will help you avoid overbooking, overlapping, or rushing your meetings, and give you some breathing room to prepare, review, or follow up on them. You can use a calendar app, a planner, or a timer to help you block and buffer your time effectively.

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Christophe MARIONNEAU

Consultant Certification et Cockpit Operations CS-27 et SC-VTOL-capable
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Toujours se méfier de l’attendu clair qui devient un débat en pleine réunion : - définir le temps de parole de chaque intervenant pour leur contribution respective (technique, humain, organisationnel par exemple) - définir l’attendu (un oui ou non et une explication en 3 points maximum, cf notion du temps aussi) - définir l’objectif global (prendre une décision globale consolidée à l’issue de l’intervention de 3 p?les)

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4 Communicate and collaborate

Communication and collaboration are essential skills for any successful meeting. You need to communicate clearly and respectfully with your meeting attendees, both before, during, and after the meeting. Before the meeting, you need to send out the meeting invitation, agenda, and any relevant materials or information. During the meeting, you need to follow the agenda, facilitate the discussion, listen actively, ask and answer questions, and take notes. After the meeting, you need to send out the meeting summary, action items, and feedback. You also need to collaborate with your meeting attendees, by sharing ideas, opinions, and suggestions, and by delegating, supporting, and following up on tasks.

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Christophe MARIONNEAU

Consultant Certification et Cockpit Operations CS-27 et SC-VTOL-capable
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Modestement un retour d’expérience fréquent ! J’aime bien dire ??à la fa?on des tribunaux américains, on découvre des éléments en séance !?? Le système judiciaire américain a sa manière de fonctionner mais est pleine de surprises et rebondissements, là où, par exemple antagoniste, le système fran?ais interdit toute apparition d’éléments nouveau de dernière minute : ainsi les parties impliquées peuvent parfaitement préparer leur intervention. Pour les réunions, je vous conseille d’apporter le maximum d’informations en amont. Attention à ce que les gens les lisent et que cela n’oriente pas subjectivement le débat non plus ??

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5 Evaluate and improve

The last tip for managing your time effectively with multiple meetings is to evaluate and improve your meeting process and performance. You need to assess whether your meetings are achieving their goals, whether they are efficient and productive, and whether they are adding value to your work. You also need to identify any problems, challenges, or areas of improvement, and take action to address them. You can use tools such as surveys, polls, or ratings to collect feedback from your meeting attendees, and use metrics such as attendance, engagement, or satisfaction to measure your meeting outcomes. By evaluating and improving your meetings, you can ensure that they are worth your time and effort.

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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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Ankita Agarwal

Director of Product | SaaS| B2B & B2C | CRM | Marketing | iGaming | Product Strategy
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Respecting self and others’ time is the key. Choose the right audience, invite only the ones that would really benefit from or contribute to the meeting. Try to book meetings for 30 minutes time slots. If longer meeting is required, set them for 55 minutes, giving people some time to take a break before their next.

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How can you effectively manage time with multiple meetings scheduled throughout the day?

1

2

3

4

5

6

1 Set clear goals and agendas

2 Prioritize urgent vs important tasks

3 Block and buffer your time

4 Communicate and collaborate

5 Evaluate and improve

6 Here’s what else to consider

Business Communications

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How can you effectively manage time with multiple meetings scheduled throughout the day?

1

2

3

4

5

6

1 Set clear goals and agendas

2 Prioritize urgent vs important tasks

3 Block and buffer your time

4 Communicate and collaborate

5 Evaluate and improve

6 Here’s what else to consider

Business Communications

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