How can you manage your workload and follow up on meeting outcomes?

Setting project priorities is essential for efficient workload management. You can organize your time and resources wisely if you are aware of the importance, urgency, and scope of any project. By doing this, you can make sure that you are working on your most important tasks and prevent yourself from becoming overwhelmed.

I have a simple 1-2-3 formula, based on my learning from some leading experts. 1. "The ONE Thing" by Gary Keller and Jay Papasan - I choose my priority at any time by asking, "What's the one thing I can do such that by doing it everything else will be easier or unnecessary?" 2. "Building a Second Brain" by Tiago Forte - I use a note-taking app to capture my meetings' ideas, insights, and action items. 3. Three lenses of human-centred design by IDEO - While it is meant for innovation, having led innovation teams, I use the three lenses of desirability, feasibility and viability to evaluate most ideas being discussed to decide on action items and outcomes to focus on.

Trello (AKA a Kanban board) can be a great tool for visualizing work. The purpose of which is to help you limit work in progress (WIP). A typical board starts with three columns: "To Do", "WIP", "Done". Work tasks move from left column to right as they progress towards a "done" state. The trick... is to limit the amount of work tasks in the middle "WIP" column. Start with a WIP limit of 2 work tasks with the goal of getting down to even 1! Make sure that work is completed before moving on. Often work tasks get blocked and instead of removing the impediment we simply move onto something else adding to our WIP. With no WIP column EVERYTHING is in progress all the time!

Prioritization is key to effective workload management. Using tools like matrices, calendars, or digital platforms like Trello can significantly enhance this process. By assessing projects based on urgency, importance, and scope, you gain a clear understanding of where to focus your time and resources. This approach not only ensures that you tackle high-impact tasks first but also prevents overcommitting and potential burnout. Visualizing your workload in this manner is a practical approach to optimizing productivity and maintaining a healthy work-life balance.

- Prioritizing Projects To prioritize projects, you can use a matrix, a calendar, or a tool like Trello. A matrix is a simple tool that helps you categorize your projects based on their urgency and importance. A calendar is a great way to visualize your projects and allocate your time accordingly - Managing Workload Once you have prioritized your projects, it’s important to manage your workload effectively. You should allocate your time and resources based on the priority of your projects - Following up on meeting outcomes is another important aspect of workload management. You should review the outcomes of your meetings and take action on the items that require your attention

A point often not considered; is a meeting actually needed? It seems like in many places there is a culture of jump to a meeting. As a result I would suggest to consider what value a meeting will add, if it is not adding value then ditch the meeting for more effective forms of communication and collaboration.

Plan your meetings in advance - Define the purpose, objectives, and desired outcomes of your meeting - Identify the key stakeholders and invite only those who are essential - Choose a suitable time, duration, and format for your meeting - Prepare an agenda and share it with the participants beforehand - Set clear expectations and ground rules for the meeting - Prioritize your tasks and allocate time for your meetings - Schedule some buffer time before and after your meeting to prepare and follow up - Assign roles and responsibilities for the meeting, such as facilitator, note-taker, and timekeeper - Document the key points, decisions, and action items from the meeting - Communicate the meeting outcomes and next steps

Give yourself some time between meetings and after meetings to appropriately manage inputs and outputs. I recommend scheduling at least 10 minutes between each meeting at a minimum (e.g. 20 minute meeting per 30 minute calendar opening or 50 minutes per 60 minute openings) Further to this, if you are a primary owner like a Project Manager or Account Manager, consider blocking time on your calendar for both meeting preparation and meeting follow ups in a 2:1 ratio based on your anticipated timelines. (e.g. 20 minute preparation calendar hold, 20 minute meeting, 20 minute follow-up). This is also a great way to ensure you remain productive with time to work, versus getting stuck in a meeting “wormhole”.

While meetings undoubtedly foster communication and collaboration, their potential to consume time and divert focus is undeniable. Strategic planning is the key – outlining a precise agenda and defined objectives. To optimize efficiency, curate a select group of participants, set strict time constraints, and carefully regulate meeting frequency. To further enhance productivity, allocate buffer time for meticulous preparation before, and thoughtful reflection after each meeting. This approach transforms meetings into purposeful sessions that propel tasks forward without sacrificing valuable time.

Planning your meetings effectively can significantly enhance their productivity and outcomes. Start by clearly defining the meeting's objective and ensure it's necessary. Prepare an agenda outlining key discussion points, and distribute it in advance to allow participants to come prepared. Allocate specific time slots for each topic to keep the meeting focused and on track. Choose the right participants, involving only those whose input is essential. Encourage participation and ensure everyone's views are heard, fostering a collaborative atmosphere. Conclude with a summary of decisions made and action items, assigning clear responsibilities and deadlines. Follow up with a brief email reiterating these points.

Capture the topic bullet points and noteworthy coments/ way forward advice. Do not record everything only capture essence of prime discussions

-Capture the main topics, questions, and comments from the participants -Record the decisions, action items, and deadlines agreed upon by the group -Use a consistent format and structure for your notes, such as bullet points, headings, and tables -Highlight the important or urgent items with colors, symbols, or tags -Review your notes and edit them for clarity, accuracy, and completeness -Write a brief summary of the meeting, including the purpose, objectives, and outcomes -Share your notes and summary with the relevant stakeholders as soon as possible after the meeting -Request feedback and confirmation from the participants and other parties -Transfer the action items and deadlines from your notes to your project management tool or system

"Here's a productivity tip: document meeting outcomes in real-time. This effortless hack offers multiple benefits: 1) It maintains focus on achieving outcomes throughout the meeting; 2) It negates the need for time-consuming post-meeting note refinement; 3) Most importantly, it saves you a considerable amount of time.

Documenting meeting outcomes is crucial for tracking progress and ensuring accountability. To do this effectively, start by taking detailed notes during the meeting, focusing on key decisions, action items, and assigned responsibilities. Immediately after the meeting, compile these notes into a clear and concise summary. This summary should include a list of action items, the person responsible for each, and the agreed deadlines. Distribute this document promptly to all meeting attendees and relevant stakeholders who couldn't attend. Store this documentation in an easily accessible, centralized location, like a shared drive or project management tool, for future reference.

Yes .It is one way .Daily review report should be done on the same day before next day task programmed.This is a way when I started my career as a Junior Engineer (Mechanical)in the AP govt. Irrigation &CAD dept.during 1st posting place,MCPalem section,vinukonda HQrs.while Excavation of deep cut of NSRIght canal works with heavy Earth moving Machinery each shift daily .While returning to Home after completion of my shift the daily progress report of my shift duration work written on post cards and posted to our CE(Mechanical) unit in brief and next day proposed programme too in advance.This is how our immediate bosses instructed.

- Analyze your project scope, timeline, and deliverables - Determine the tasks that you can delegate based on the skills, availability, and interests of your team members and other consultants - Define the roles, responsibilities, and expectations for each task and communicate them clearly - Provide guidance, support, and feedback to the delegated persons and acknowledge their contributions - Establish a common vision, goal, and strategy for your project - Use effective communication tools and methods to share information, ideas, and feedback - Encourage participation, creativity, and diversity of opinions among your team members and other consultants - Resolve conflicts and challenges constructively - Celebrate your achievements

In the realm of consultancy, success isn't a solo endeavor. By tapping into the collective skills of your team and collaborating with fellow consultants, you unlock a powerhouse of potential. Delegation becomes an art—identify tasks ripe for outsourcing, communicate expectations effectively, and provide clear feedback. This strategic sharing not only lightens your workload but also enhances efficiency. Embrace this collaborative approach, and watch as your projects flourish, creating a dynamic environment for continuous learning and growth.

Focus on Core Competencies: Delegating enables you to focus on your core competencies and high-priority tasks. When team members handle specific responsibilities, you have the bandwidth to concentrate on strategic aspects of your role, fostering productivity and achieving better overall outcomes. Time Management: Delegation helps manage time effectively. By entrusting tasks to capable team members, you can allocate time more efficiently, preventing burnout and ensuring that each aspect of a project receives the attention it deserves.

- Communicate your availability, working hours, and preferred communication channels - Respect your own and others' time and energy by avoiding interruptions, distractions, and multitasking - Establish a healthy work-life balance by taking breaks, setting limits, and prioritizing your well-being - Set expectations with your clients - Manage your clients' expectations by setting realistic goals, scope, and timelines for your projects - Align your expectations with your team members by defining the roles, responsibilities, and deliverables for each project - Negotiate and renegotiate your expectations when there are changes, challenges, or conflicts in your projects - Say no or ask for help when you feel overwhelmed or under-resourced

1) Focus on one thing at a time 2) Decide your communication channel, duration and timings of communication 3) Collaborate and communicate with your team on a daily basis just to check in case there are any challenges they are facing during the completion of assigned task and set clear expectations about deadlines 4) Take your breaks on time Know your limits and avoid multitasking it's better to call out for a helping hand rather than to have any escalations 5) Divide your day into 2 categories and prioritise those tasks first which are urgent as well as important then in the 2nd half of the day you may focus on those activities which are important but less or not urgent

-communicate the scope and deliverble based on the agreed contract. -according to the outcome of the meeting, quickly summerize the deliverble and confirm with client. -try to maintain the good client relationship while keep client happy and minimize the team workload before clear design direction confirmed or given.

This needs to be the very FIRST step, not nearly the last. Scope of Work (SOW) and setting clear limits on what you can provide when should be at the very beginning of any professional relationship - contracted or employer - to ensure you have the needed time and resources to do your work properly. When clients - and often coworkers - attempt to violate these boundaries, politely but firmly remind them of the limits set. You need to be able to give all your clients proper service, just like you will attend to their needs.

As a company grows the role of the founder changes- so a regular review of what you ditch, do or delegate is vital. Start by writing a to don’t list - what are the things that you shouldn’t be doing - either because it’s not your forte or because it is “beneath your pay grade” - that should help you shape new roles. Thereafter prioritise remaining tasks. I like the urgent - important matrix for decision making and make sure that you time block your diary with the urgent and important items.

Enhanced Creativity and Innovation: Collaboration brings together diverse perspectives and ideas. When team members collaborate on tasks and projects, creativity and innovation flourish. The synergy of different viewpoints often leads to more robust solutions and outcomes. Increased Accountability: Delegating and collaborating promote a sense of accountability among team members. When individuals have ownership of specific tasks, they are more likely to take responsibility for the outcomes, fostering a culture of accountability within the team.

While at macro level, we can of course use trackers, but managing the nitty gritties of these tasks can be an arduous ask. Having a daily checklist that aligns with the weekly follow ups / meetings can ensure that we don't lose sight of the smaller things while looking at the big picture. For each his own tool, but Google Keep works the best for me...

I joined a follow-up meeting to a planning meeting three days earlier, told the team (accurately) that I'd been in non-stop meetings since the previous one, hadn't been able to do my follow-up work, and invited everyone to either reschedule the meeting or sit around watching me type. This was an organization with very poor project management, run by leaders who did not have the skills to understand what projects required. Long story short - effective project management is essential to getting work done. If you need to, advocate strongly and forcefully to get it in place.

Strategische Arbeit im Tagesgesch?ft zu schaffen, ist eine der gr??ten Herausforderungen überhaupt. Es gibt aus meiner Erfahrung nur einen Weg: Feste Zeiten einplanen, immer zur gleichen Zeit, ohne Telefon, ohne Emails, ohne Messenger…. Fast wie 1985.. ?? Dann konzentrieren und nur ein Thema, die Welt retten wir sp?ter.

It is to important avoid having unnecessary meetings and also lengthy meetings whenever the time can be reduced. Use methods like teams group chat of the meeting invite or any available teams channel with relevant members to communicate and share important information, documents, status reports etc. before, during and after the meetings as needed to ensure effective collaboration. Write down your 3 most important tasks for the day and do the toughest task first. Schedule 2 to 4 hours of time (as required & feasible) for deep work without any distractions like meetings, checking emails, social media etc. Delegate tasks wherever possible. Create reusable artifacts and documentation for your common types of tasks to speed up task delivery.