Meeting Time management skills

Time Management Issues

One of the problem I experience with time is that I always feel overwhelmed by the things that need to be done and there is not much time to accomplish them.  At the end nothing gets done.  I never seem to finish what I start. Secondly, I seem to procrastinate a lot.  I am aware of how important preparing a to do list is, managing meeting time, managing multiple priorities, and handling the emails and paper work as key time management success factors, nevertheless, it does not seem to work.

Actions to Take to Make Improvements

I have realized that I need to develop skills that would help me to effectively manage time.  To start with it is essential that I accept to make fundamental changes. For instance, it is important to learn how to prioritize what needs to be done by taking one step after another. What is really important is to separate the urgent things from the important things. Often the important things over-shadow what need to be done urgently. Secondly, it is vital to learn how to set goals as well as the plan to follow in order to successfully achieve the objectives. It, therefore calls for discipline in making realistic and achievable goals and sticking with them.

In addition to having realistic goals, it is important to learn and practice how to track time. Tracking time is noting down the things that have already been done. For instance, it is possible to take a quick note of what has been achieved on an hourly rate. The tracking of time should ensure that the spent time matches with the planned activities. If the time spent does not match with the activities, a comment should be jotted down and later reviewed to establish the pattern that emerges and make appropriate adjustments.

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Managing Meetings time Issues

One of the issues that disrupt the management of meetings time is the habit of some people to be long-winded. There are people who either are not able to put their point succinctly but end up telling a long-winded story which takes too much of the meeting time. Additionally, there are individuals who do not have anything to contribute but would, nevertheless, seek to make a contribution. Their contribution, however, is a repetition of what other people have already said, which is waste of time.

Actions to Take to Make Improvements

The first thing that needs to be done is to prepare for the meeting by plan and setting the goals for the meetings. Secondly, set the agenda of the meeting and communicate it to the people that should attend the meeting. Getting the agenda known helps the attendants to plan their contribution beforehand. When people have had time to think about the issues to be discussed, whether it be report presentations or brainstorming, the contributions are likely to be structured and less time consuming.

The second step is to ensure that participants keep to the slotted time. Here, it will be necessary to have a timekeeper who will keep track of time. However, the management of time remains the responsibility of the meeting convener who generally would ensure that the agenda items are dealt with appropriately and the discussions are relevant to the issues at hand.

The convener of the chair of the meeting should be able to keep discussions relevant by cutting short the long-winded discussions or repetition of what has been said by other participants.

Thirdly, it is essential to learn how to keep re-prioritizing as the meeting progresses. That means that critical issues are given priority over less sensitive issues that can be discussed later or rescheduled for another meeting. Time management is essential if meetings are to be constructive and productive.

What to Work on First

Of all the challenges faced with time management, the first thing to work on is the practice of setting goals. Setting goals suggests that the things to be done are well thought out both in complexity and the time it would take to achieve the set objectives. Suffice to say, for all the other concerns to be addressed, it is essential that appropriate planning is undertaken.

Conclusion

There are several things that an individual needs to accomplish, and there’s never enough time to attend to everything. Being long winded can take up much of the time allocated for a meeting. For individual tasks, it is vital to learn how to prioritize activities. It is important to plan ahead of a meeting to avoid time wastage; agendas need to be set earlier. Participants also require to keep to the time allocated for each issue. However, of all things that one needs to work on in time management, the practice of setting goals is the most important.

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