Show:
Time LOCK 1
Time LOCK 2
Unproductive Meetings
Meeting Robbers
Others
100
What is TIME-LOCK 1?
"I don't have the time" - We never have enough time and yet we have all the time that exists - Jim Hennig
100
What is TIme Lock 9?
Lack of Quite Time
100
Name one Meeting Sin:
Lack of Interested people No agenda published in advance No resource prepared No time limit No FOllow Up, no notes published No decision making processes
100
Name three meeting robbers:
Latecomer / early goes Broken record Doubting thomas Head-shaker Dropout Whisperer Loud Mouth Attacker
100
Which is the second priority quadrant in the important / urgent matrix?
Important and not urgent
200
What is Time Lock 2?
TO DO List Failure. We may accomplish many to-do list items but we fail to address the biggest priority tasks.
200
What is time lock 12?
Disorderly workspace
200
Name two meeting strengths:
Purpose of meeting is communicated in advance Participants / Locations / Equipment needs are listed Participants are informed of involvement / data needed Some one in charge / Minimize Diversion Tools / Rules used for decisions making Record Keeping / notes and action items published
200
What are the ways to handle a late comer / early goer?
Do no confront in the meeting, wait until later and ask why. At the beginning of the meeting, ask if all can commit to staying until the end, if not, then ask when they need to leave and ask if the group wished to leave without them
200
How can we carry out time analysis?
Keep Time Logs
300
What is TIME LOCK 4?
LACK of scheduling technique. This occurs when we don't schedule specific time to address priority tasks.
300
What is TIme Lock 8? What is the 3 category system to manage it?
Time Lock: Paperwork Solution: 1. Things to do now 2. Things that are scheduled for later 3. Things that are thrown away
300
What are the effects of poorly managed meetings? Name at least three
Longer, Less Efficient, Generate Fewer Results, More meetings are needed to accomplish objectives Less time to get other work done create frustration at all levels Information not managed properly Costs of billions of dollars
300
What are the ways to handle a broken record?
Use a flip chart to record all points, and to acknowledge the point has already been heard. Ask, “Did we cover that, and if yes, can we move on?”
300
What is meant by Time Effectiveness and Time Efficiency?
Doing the right things! and doing them right!
400
What is time lock 5 and how do you solve it?
Time Block: DOING non essentials! Solution: a. Pareto's 80/20 Rule b. Perfectionist Principle c. Important / Urgent Matrix
400
What is TIme Lock 7? and how do you improve this area?
Time Lock: Insufficient Delegation Solution: 1. Responsibility 2. Authority 3. Followup
400
List 5 meeting sins:
Lack of Interested people No agenda published in advance No resource prepared No time limit No FOllow Up, no notes published No decision making processes
400
What are the ways to manage "doubting thomas" and "head shaker"?
Get the group to agree to a process of not evaluating ideas for a set period of time, then use this agreement when anyone violates it. “Hold on, let’s not jump on each other’s ideas. We agreed not to evaluate yet.” Ask, “I can see you are shaking your head. It looks like you disagree with what is being said. Will you share your reaction with us?” Allow him/her the opportunity to voice his/her concern. If this problem continues to be intrusive, you may have to say, “Every time you shake your head, it disrupts the meeting as if you were cutting someone off verbally. I think it is unfair to others, and I will ask that you try to control your body language.”
400
What is meant by being mortality motivated? and how will it help?
Being Mortality Motivated means thinking of our death and keeping things in perspective. It helps to identify the things that are really important and focus on them to achieve balance in life.
500
What is time lock 6? and what are the things you can do to avoid them? Name any four
Time Lock: Interruptions Solutions: a. Close Door; b. Rearrange Furniture; c. Set regular meeting times; d. Delegate; e. Meet Outside Office; f. Control "gotta a minute"; g. Stand; h. have someone interrupt; i. use your schedule
500
WHat is Time Lock 11? How do you solve it? name any 5
Time Lock: Procrastination Solution: a. Do it first; b. Do it in small pieces; c. Set deadlines; d. commit to others; e. promos and give reward; f. delegate; g. simplify the complex; h. change your attitude; i. use the perfectionist rule; g. get training
500
WHat are the seven ways to deal with meetings as time wasters?
1. Establish an ROI for each meeting 2. Carefully consider and address: Purpose, Agenda, and Speaker 3. Start and Stop on time 4. Cover most important items first 5. Summarize and get closure on each item 6. Assign specific responsibilities for agreed upon tasks and set deadlines 7. Keep accurate notes and minutes and circulate when appropriate
500
WHat are the ways to manage an "Attacker"?
If two members are arguing, position yourself between them, getting them to talk to you, rather than to each other. Remind them that others are present to work on a task, and ask them to work out their differences after the meeting. Set ground rules of “no personal attacks.” Use the recorder’s notes (flip charts) to refocus the group. You may also want to use the boomerang technique to ask the attacker for positive suggestions.
500
Explain the following: Pareto Principle Perfectionist Principle Importance / Urgency Matrix Gantt Chart
80/20 Rule Do things in half the time Prioritize to do lists so that we do the things that are important and delegate the rest. Gantts help us manage projects and identify priority tasks and critical paths