Planning Meetings

Friends, people from across the world are taking benefit from Smart Manager approach and we hope you are also among them.

Let's continue our journey forward with discussion of Planning Meetings

• Schedule should be finalized well in advance (as far as possible) because if it is kept open, participants may fill up their schedule with other things. This may lead to deferment of meeting resulting in delay in execution of connected tasks.
• It is useful to add meeting schedule in your mobile calendar too lest you forget.
• Agenda of meeting should be defined and shared with all participants ahead of meeting. Also all participants should be asked to be aware of the latest progress on all things that are part of agenda. Otherwise time is lost when during meeting participants start searching for emails, referring to latest documents etc.
• Date/Time/Agenda/ Venue are the fundamental components of a meeting
• Key points discussed should be jotted along side. Sometimes, it may not possible to do so due to various factors. To make up for it, immediately post meeting, whole session should be reviewed in mind and notes should be documented. This process can be done even if notes have been taken during meeting. Some new points are likely to surface.  Notes should be shared with other participants also for reference and their inputs.
• Relevant document name should be given like Meeting <key agenda point> on <date>. Top of the document should contain details like date/time/agenda/ venue /duration/participants followed by notes. Key decisions, unresolved issues should be highlighted under appropriate header. 
• One of the important things to do post meeting is updating Tasks, Expecting/Pending list to reflect the discussion in meeting 
• It is not just enough to create the Meeting document ; you should review the notes in future also while executing the dependant tasks. This ensures that fine points don't just remain embedded within document but are actually used to execute tasks correctly

We hope above points help you get more out of your meetings

 

We will be back soon ! Stay tuned

 

If you like it, don't hesitate to share it further and do a favour to your friends

 

Thanks                                                                                                                            

Aman Preet Singh

GlobalFactor     

Prev Tasks Planning

Content © 2013 GlobalFactor All Rights reserved

Feeback ? Share it on globalfactorapps@gmail.com

Tasks Planning

Friends, we hope you are taking maximum benefit of Smart Manager approach. Let's move on to Tasks Planning

• Many people complain that they always remain loaded, don’t get time to relax etc.
• One of the main reasons for this is that they don’t do enough planning, just jump into execution and end up spending much more time on each task then was actually needed

Here we share some points which if taken care of can improve execution efficiency which results in higher satisfaction levels

• Before start of day, you should know what activities you are going to perform and during which time. This should be thoughtful planning taking into account the nature of tasks. eg task involving analysis/brain storming should be taken early in day. If you do this at the end of day you may not have energy left to really give your best. On the other hand light tasks like email checking can be taken later in the day.
• For tasks which require you to go out, club tasks such that multiple can be executed in one outing. Some Factors which determine clubbing: Service providers in common route, appropriate state of task (means preceding initial activities have been already done). If this kind of planning is not done you would end up spending more time in travelling and probably spend more money too 
• Tasks where external service provider is involved ; get details of their working hours, days, contact number, location ahead of the schedule so that task can be executed smoothly and in one go. Common example where people suffer by not doing this is in doing bank related work. At times they visit after closing hours and then grudge, submit cheque after clearing and have to face delay in clearing.
• When interfacing with external service provider,  make a checklist of all things needed. Before visiting make a check that you are satisfying all requirements. eg For opening bank account address, identity proof , photographs etc are required. If this thing is not taken care of, it may result into wastage of time ; money by having multiple visits and frustration

Stay tuned for more !

 

Thanks

Aman Preet Singh
GlobalFactor 

Next Planning Meetings
Prev  Break Down

Content © 2013 GlobalFactor All Rights reserved

Feeback ? Share it on globalfactorapps@gmail.com