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Budgeting time

From: Leading Productive Meetings

Video: Budgeting time

The first step on the agenda is to begin on time. I view time like a budget. Stay within your time budget and you will be more productive and relaxed. Exceed your time budget and you will be unproductive and have more stress. It's the meeting leader's responsibility to make sure that the group stays within the budget. The agenda we provided is fairly straightforward on suggestions for dividing your meeting time. When it comes to the development presentation, ensure that it's brief, five minutes at the most.

Budgeting time

The first step on the agenda is to begin on time. I view time like a budget. Stay within your time budget and you will be more productive and relaxed. Exceed your time budget and you will be unproductive and have more stress. It's the meeting leader's responsibility to make sure that the group stays within the budget. The agenda we provided is fairly straightforward on suggestions for dividing your meeting time. When it comes to the development presentation, ensure that it's brief, five minutes at the most.

This will require you to be well prepared, and this course will include some quick and easy tips to help you prepare and teach the development. Next, when each person reports on the commitments they made in the last meeting, be as brief as possible. Keep the reporting to under five minutes. The most fluid portion of your time budget deals with how much time each attendee has to be heard. For example, let's say that you have a 60-minute meeting that ends at 11 o'clock, and you complete the development and reporting by 10:15, so there are 45 minutes remaining.

Subtract five minutes from that to leave time for wrap up at the end. This leaves 40 minutes. If you have five participants in the meeting, including the meeting leader, divide 40 by 5, and you end up with 8 minutes for each attendee. Then the meeting leader should set up a timer, so that each person knows exactly how much time they have. Let the timer be the enforcer of the time budget rather than you as the individual. People are much more comfortable with the clock beeping at them than with the leader saying, "It's time for you to stop talking." Using our example, we have set the timer for 8 minutes.

Then immediately begin with the first attendee. The leader can listen attentively to each person and occasionally glance at the clock. I recommend that you give each person a brief reminder one minute before the time is up. In the beginning, people may be a little uncomfortable with the concept of being so careful with the clock. They may feel it restrictive. Typically though, by the third or fourth meeting conducted this way, people understand and they respect the clock. They understand that it not only helps them be heard, but the people around them as well.

Stick with the time budget and you'll find that meetings become a much more effective use of your time.

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This video is part of

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Leading Productive Meetings

35 video lessons · 19691 viewers

Dave Crenshaw
Author

 
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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