Dear “Time Saving ” Colleague,

Creating sustainable initiatives requires time to implement the principles to build capacity. Those of us working in community benefit programs often are trying to squeeze one more task into our already activity packed days. You may be frustrated at not being able to do what you intended on doing in the areas of media/marketing, networking, fundraising, leadership development, etc. If you are trying to find ways to use time more effectively, click on the titles at the right to learn about…

The Eisenhower Matrix

12 Time Management Tips

Time Effective Meetings

Do you have questions or ideas about saving and managing time more effectively? Contact us through Sustainability@CampaignConsultation.com
for more information. You can still access previous issues of On-the-Go eTA by clicking on the back issues at the bottom of the page.

The Eisenhower Matrix

12 Time Management Tips

Time Effective Meetings

Meetings can take a big chunk of time out of your day. A well planned meeting also can accomplish a lot and save time by bringing all involved parties together so that there is agreement on strategies and decisions. If you are the one planning and facilitating the meeting, keep these important points in mind.

Prepare for the Meeting

	Determine if you really need a meeting
		To schedule and hold a meeting is expensive when you account for the time of the people attending. A meeting should provide the best opportunity to make decisions, improve the process, or develop a plan. You may find that you can accomplish the meeting goals with a telephone discussion or by distributing and requesting information through email.
	Determine the place and time
		This may be determined by the common practice of your organization. Poll your colleagues for their preferences around meeting early, before the workday begins, orlater in the afternoon or evening. If people are coming from outside your organization, there needs to be adequate, nearby parking. Food and beverage are necessary for meetings that occur around breakfast, lunch and after work.
	Contact participants and get their commitment to attend the full meeting
		The decision makers must be available to attend the meeting. Postpone the meeting rather than hold a meeting without critical staff members. If a delegate attends in the place of a crucial decision maker, make sure the designated staff member has the authority to make decisions.
	Set an agenda
		Begin with a short, easy item that allows people to enter the psychological space of agreeing. Tackle the hardest issue next. If it is a long meeting or there are several difficult issues, plan to have breaks between them to restore energy and attention (i.e., stretch in place). Finish the meeting with something short and easy. Give attendees an idea of how much time can be spent on each agenda item.
	Prepare and distribute any pre-meeting materials
		If this is a regularly scheduled meeting, provide minutes of the previous meeting so that attendees get them in ample time to refresh their memories. Also provide any reports or information that will help attendees come to the meeting fully informed about the issues being discussed.
	Ask for a note taker, or appoint one
		Often this is a staff person, or someone who is familiar with the issues and agenda.

Facilitate the Meeting

	Make introductions—it’s polite!
		In addition, they help the meeting start on time and also build trust if there are people who are not known within the group. It also assures that the note-take gets the names of all those present. Don’t forget to introduce yourself if you are leading or facilitating the meeting.
	Keep the group and speakers focused on the agenda item/task at hand.
		Ask for comments from others in the group when two people or a few are the only ones talking. One of the easier ways to do this is to keep the order in which hands are raised, or ask who else would like to speak and then proceed with the other speakers. You may also call on people who haven't spoken as much to give them an opportunity to address the issue. Hold people to speaking for themselves rather than speaking for others. For example, discourage: "some people say...,” "we all know," "they would not listen..." Even though this is difficult in the beginning, it will foster trust in the long run.
	Protect the process by enforcing ground rules and time allotments
		The facilitator is responsible for protecting ideas and individuals from attack, suggesting processes for following the agenda and devising other approaches if the process bogs down. Make the group deal with going beyond the allotted time limit.

Close the Meeting

	Focus on closure
		Insist that discussions be resolved with the identification of appropriate next steps, and that agreements and decisions are suitably identified and recorded.
	Make sure that the next meeting is scheduled
		It is much easier to schedule the next meeting when everyone is present. Allow time for it on the agenda, and insist that people consider it.

Follow-up

	Send out minutes
		Ideally, they should go out within 24 hours. More time may be allowed if the meeting was a long one with complex issues.
	Check-in with those who were not able to attend
		Be certain they are aware of any pertinent decisions and that they will be able to attend the next meeting if one is scheduled.
	Complete any follow-up tasks before the next meeting
		Follow-up items should be placed on the agenda for the next meeting so that there can be a report of their status.

In summary: Effective meetings are great ways to save time and money when done with careful preparation, facilitation, closing and follow-up.

Let us know

Contact Sustainability@CampaignConsultation.com We would be happy to answer questions or to give you more support.

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