When you have a packed schedule, how can you make sure you’re not missing important appointments?
There are a number of ways to handle this challenge. Some of the ways I've found useful are:
1. Plan your week ahead
To start, plan your week ahead. Ideally you use a digital calendar to setup your meetings, agendas, and notes. This will ensure you have an outlook of what to prepare for and follow up on.
2. Prioritize and set boundaries
Like all things in time management, you only have so much time in a day. Prioritize what's important and set your boundaries of what meetings you need to attend. A good framework for prioritization is the Eisenhower Matrix with levels defined as:
p1 - urgent & important
p2 - important but not urgent
p3 - urgent but not important
p4 - not urgent & not important
3. Review schedule daily
As part of your planning, review your schedule daily and communicate to your stakeholders any meetings where you must attend if they request your attendance.
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4. Set up meeting reminders and alarms
When doing preparation and in meetings itself, use reminders and alarms, whether on one device or many to make sure you don't miss any meetings you need to attend.
5. Meeting logistics
Another item to consider are the meeting logistics itself. If you have back to back in person meetings, you need to plan logistically and give more buffer of what you can handle. If you're working fully remote, it's easier to go to meetings faster.
6. Meeting automation
And lastly, automation of meeting notes through recording meetings is an effective way for relaying context to anyone who missed meetings. As for action items, taking digital notes and sharing over chat or email is ideal for faster communication.
Remember, when inundated with meetings, whether planned or not, it's important to be prioritize what's important and adapt to the most impactful tasks.
Reference:
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9 个月Prioritizing and setting boundaries has seemed to be biggest hurdle in my own journey. Learning the skill of saying no has helped me out tenfold. If it can wait to be done later or on another day, prioritize something else. The Eisenhower Matrix is spot on. Thanks for sharing Elia.