5 tips for dealing with meeting overload | The Way We Work, a TED series

The Way We Work - How to Take Control of Your Calendar

In this video, the speaker shares five easy-to-implement steps to take control of your calendar and make it work for you. These steps have been proven to be effective in freeing up time for actual work.

Step 1: Assess the Need for Meetings

• Many meetings can be replaced with a quick phone call or text message.

• Use action verbs in meeting invitations to ensure a clear purpose.

• For reviews, send materials ahead of time and schedule a short meeting for questions.

Step 2: Invite Only Necessary Participants

• Avoid inviting unnecessary people out of fear or ego.

• Research suggests that decision-making meetings are most effective with around five to eight participants.

Step 3: Shorten Meeting Duration

• Schedule shorter meetings, such as 30 or 45 minutes, instead of hour-long ones.

• Allowing time between meetings prevents lateness from snowballing throughout the day.

Step 4: Say No to Unnecessary Meetings

• Evaluate if your presence is vital to the meeting's purpose and goals.

• Politely decline meetings by explaining other priorities or delegating attendance to someone else.

Step 5: Prioritize Deep Work Time

• Block off uninterrupted time on your calendar for focused work.

• Communicate your availability and boundaries clearly with colleagues.

By implementing these steps, individuals can regain control over their calendars and allocate more time for meaningful work.

New Section

In this section, the speaker discusses the importance of being ruthless with your time and prioritizing self-care.

Be Ruthless with Your Time

• The speaker emphasizes the need to prioritize one's own well-being by using the analogy of putting on your own oxygen mask first .

• Allocating uninterrupted blocks of time for personal work is crucial to maintaining productivity .

• Scheduling focused time for projects can help ensure they receive adequate attention .

• Implementing "no-fly zones" in your schedule, where you dedicate a few hours each day or week to focus on important tasks, can be beneficial .

Taking Control of Your Calendar

• It is not necessary to make these changes secretly; it is acceptable to inform others that you are trying something new and taking control of your calendar .

• Instead of attempting to change everything at once, start by selecting one idea and giving it a try .

• People will understand and appreciate your efforts to manage your time effectively .

Owning Your Own Calendar

• The speaker challenges listeners to have the courage to take ownership of their calendars .

The transcript provided was already in English.