24
Workbook Run On‐Time, On‐Track Meetings Meet Less and Get More Done AGet Control! University Class
Workbook
Run On‐Time, On‐Track Meetings Meet Less and Get More Done
A Get Control! University Class
Get Control! of Meetings
2 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
We Focus on Your Top Tasks and Technology
Are you struggling in a world of endless email, non‐stop meetings,
surprise tasks, and lost info?
We built Get Control! University (GCU) just for you. GCU is focused on
the frustrating tasks and technology that consume the biggest part of
your day – that’s why 98% of participants recommend it for all
colleagues.
Today, you’ll discover better, smarter, and faster ways to search for
important info so that you can get more done and have more fun at
work.
Warm Regards,
Mike Song has reached millions via three best‐selling time management books, appearances on Good Morning
America, CNN, NPR, and Fox, and successful training engagements with 20% of the Fortune 500. He is CEO of
GetControl.net and Dean of Get Control! University
Mike Song
Dean of GCU, Speaker, Author
getmoredone
mikesong
Get Control! of Meetings
3 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Contents We Focus on Your Top Tasks and Technology .............................................................................................. 2
Everyone Benefits from Get Control!® of Meetings ..................................................................................... 4
Objectives ..................................................................................................................................................... 5
An Incredible Amount of Wasted Time ........................................................................................................ 5
Meeting Tools Summary Page ...................................................................................................................... 6
P.O.S.E. Question 1: Is it a Priority? .............................................................................................................. 7
P.O.S.E. Question 2: What’s the Objenda? ................................................................................................... 8
P.O.S.E. Question 3: Can We Shorten Duration? .......................................................................................... 9
P.O.S.E. Question 4: What is My E‐vailability? ............................................................................................ 10
Outlook E‐vailability Tips............................................................................................................................. 11
Gmail E‐vailability Tips ................................................................................................................................ 12
Lotus Notes E‐vailability Tips ...................................................................................................................... 14
Important Meeting Strategies .................................................................................................................... 15
Virtual Meeting Checklists .......................................................................................................................... 17
Share Insights with Colleagues ................................................................................................................... 18
My Get Control! Action Plan ....................................................................................................................... 19
Notes ........................................................................................................................................................... 20
Quick Survey ............................................................................................................................................... 21
Discover More Great Classes at Get Control! University ............................................................................ 23
Get Control! of Meetings
4 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Everyone Benefits from Get Control!® of Meetings
Participant or Facilitator?
For years most meeting training
was developed for leaders. After
all, leaders organized the weekly
team meeting or one‐on‐one
sessions with employees.
Things have changed. Today,
almost everyone arranges some
kind of meeting via e‐calendar.
Most of us are both participants and
planners! That’s why everyone should participate in Get Control!® of Meetings.
We want you to reflect on how you handle both roles:
As a participant, try to think about the challenges faced by meeting
organizers. Ask yourself how you can help make every meeting more
productive. Commit to being prompt, prepared, and present at every
meeting you attend.
As a facilitator, you will discover a small number of high‐impact best
practices. Make a list of the five most important insights and implement
them over the next week.
Get Control! of Meetings
5 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Objectives
1. Reduce Meeting Time by 15%
2. Boost Results by 30%
3. Upgrade Virtual Meeting Skills
An Incredible Amount of Wasted Time
1. _____% of Meeting Time that is Wasted!
2. We Spend _____ Days in Meetings Each Year.
3. We Waste _____ Days in Meetings Each Year.
Get Control! of Meetings
6 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Meeting Tools Summary Page
Objenda NNNO Tool Meeting Action Plan
Record Actions in One Place
Review at End of the Meeting
Send Out Right After You Meet
Get Control! of Meetings
7 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
P.O.S.E. Question 1: Is it a Priority?
The most powerful word in time management is ____!
If the meeting is voluntary ask questions like:
Does the meeting relate to my biggest goals for the year?
Is this the best use of my time?
Will this cause me to divert time and energy away from something
more important?
Get Control! of Meetings
8 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
P.O.S.E. Question 2: What’s the Objenda? ob·jen·da
Noun:
A coordinated and clearly stated meeting objective and agenda that infuses a meeting with purpose. It is
usually embedded in the notes section of the e‐calendar meeting invite.
Start with a S.M.A.R.T. Objective
S_______________
M______________
A_______________
R_______________
T_______________
Add 2‐3 Agenda Bullets in Meeting Invite
What, Who, How Long?
Sketch Out the Meeting
Consider What Needs to be Prepared
Keep it Simple and Easy‐to‐Follow
Less is More – Don’t Cram!
Get Control! of Meetings
9 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
P.O.S.E. Question 3: Can We Shorten Duration?
meet·ing dom·i·noes
Plural
Noun: When back‐to‐back, one‐hour meetings are scheduled and the first meeting ends exactly when the second meeting begins. Without built‐in transition time, one meeting crashes into the next.
1. Establish hard start and stop times
2. Schedule 20 and 50 minute meetings
Exercise: Circle the row that reflects your daily meeting volume
See how much time is saved by Hard 20/50s
Get Control! of Meetings
10 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
P.O.S.E. Question 4: What is My E‐vailability? e·vail·a·bil·i·ty
Noun: The degree to which your e‐calendar actually represents your true availability.
1. Have you added all commitments to your e‐calendar?
2. Do you schedule “me‐time” in order to prepare for key events?
3. Is your e‐calendar filled with meetings that will help you achieve your big
annual goals?
4. Are you using e‐calendar tech tips to save time?
5. Are you clicking and dragging emails containing more involved tasks into your
calendar to build them into your schedule?
Get Control! of Meetings
11 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Outlook E‐vailability Tips
1. Use Quick Parts to Insert Objenda Template
Open a calendar invite and create Objenda Template
Highlight it and click Insert > Quick Parts > Save Selection > Name your selection and hit OK.
To Paste: Click Insert > Quick Parts and click your template or type title in notes area
2. Prioritize via Color‐Coding Calendar Items
Open meeting and click Categorize, select preferred color
For custom color codes, click Categorize > All Categories > New 3. Add Second Time Zone to Calendar
Right‐click on 11 AM on the left column of the day calendar > Select Change Time Zone
Check select additional time zone and pick desired zone. 4. Outlook 2007: Launch Calendar First
Click on Tools > Options > Select Other > Advanced Options > Select Start Up in this Folder > Select Calendar
5. Outlook 2010 or 2013 for PC: Launch Calendar First
Click on File > Options > Advanced Options > Go to Start Outlook in this Folder > Browse to Calendar
6. Insert Calendar into Email
Open an email and click Insert > Calendar
Set Date Range and Detail and Click OK 7. Click and Drag to Convert Email to Meeting Appointment
An email into your calendar shortcut and it becomes a calendar item
A calendar item into your tasks shortcut and it becomes a task
8. Look Ahead
Create Special Day Views: From Day view press Ctrl and click on dates in upper left mini‐calendar
Zoom to a Specific Date: Press Ctrl + G and type in 4 12 for April 12 and hit Enter
9. Assigning Action Items as a Team Task
Open a Task in the To Do List Select Assign Task > To: and then choose team members or team distribution list
Assign date for completion and hit Send
Get Control! of Meetings
12 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Gmail E‐vailability Tips
1. Use Calendar Shortcuts
Go to Calendar and click Shift + ? to see shortcuts list Navigate Fast: t = today, k or p = previous, j or n = next Switch Views: d = day, w = week, m = month, a = agenda
c = create new calendar event, e = event details / = search, q = quick add, r = refresh
2. Embed Smart Dial Teleconference Numbers for Smart Phone Participants
Add 3 commas in between first and second numbers
Each comma adds a 2 second pause so you never have to dial the whole number
Example: 203‐987‐3948,,,8473612#,,1 3. Prioritize via Color‐Coded Calendar Items
Open Calendar Event > Scroll to Event color Choose a color for your event Use colors that make sense to you – for example green for clients, blue for your boss, etc.
Create a color code for “Me‐Time” when you need to build prep time into events 4. Recycle Formatted Meetings or Use Objenda Template to Save Time
Create your calendar template > Give it a unique name like Marketing Meeting zx
Enter objective, agenda, location, color code, etc. > Tap Save When you need to replicate your event ‐‐ > Type zx into Calendar Search
In the search results you should see Marketing Meeting zx > Tap on that name
Tap copy to my calendar > Customize the date > Tap Save
5. Use Hard 20‐50s for Meeting Duration
Tap Gear > Settings > General > Check Speedy Meetings Box
This changes preset from 60 minutes to 50 minutes 6. Shortcut to Your Calendar via Browser in One Click
Oddly, Gmail lacks a one click button to move between calendar, contacts, mail, etc.
Activate Your Browser Bookmark Bar
Go to your calendar > Click and drag the icon next to the URL to your bookmark bar
Repeat process for Gmail, Contacts, Tasks, etc. > Place all g items next to each other
To save space, right‐click on the icons > Tap Edit > Shorten Names
Arrange icons on order of usage level in order: Mail, Calendar, Contacts, etc.
7. Use Calendar Labs Widgets
From Calendar tap Gear > Labs > Tap Enable next to all widgets o Hide Morning and Night: hides off hours times to free up screen space o Gentle Notifications: provides a less obtrusive pop up and sound
Get Control! of Meetings
13 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
o Event Attachments: Attach a Google doc, spreadsheet etc. to your meeting o Who’s My One on One With? Lists the name of colleague you are meeting with o Year View: See the entire calendar year o Background Image: Brighten your day with a nice photo background o Free or Busy: See colleagues are free or busy right now o Jump to date: Rapidly jump to any date in a flash o Next Meeting: Tells you how long before you next meeting
Tap Save before you exit Labs > Remember – Labs has additional info
8. Convert Email Tasks Into Calendar Events
Open email message > Tap More >Tap Create Event
9. Add an External Calendar to Gmail
Find Link to Event Calendar On the left panel click Other calendars > Add by URL Paste the URL into the rectangle labeled: URL: Tap Add Calendar
10. Add an Additional Time Zone
Tap Gear > Settings > General > Show an additional time zone
Select 2nd time zone > Tap Save
Get Control! of Meetings
14 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Lotus Notes E‐vailability Tips
1. Using Stationary to Quickly Add Objenda Template
From Inbox go to Tools > Stationary > New Stationary > Message
Create Objenda Template (Objective, Agenda, Logistics, Teleconference, etc.)
To use – go to Tools > Stationary and click and drag Objenda Template into Calendar 2. Set Meeting Duration Default to 50 Minutes
Select File > Preferences > Calendars & To Do Change duration of meeting to 50 minutes
3. Add Second Time Zone
Go to File > Preferences > Calendar and To Do > Regional Settings Check Display and Additional Time Zone
4. Add Teleconference Option to All Meeting Invites
Go to File > Preferences > Calendar and To Do Enter Teleconference number and passcode under Include Conference Call Information
When planning a meeting you can check the box: Include Conference Call Information in the Location
5. Convert Email to Calendar Item
Click and drag email into calendar icon on the left
If you do not have a calendar icon go to View and check Dock the Open List 6. Rapidly Go to Any Date
Right click on any blank calendar time slot
Select Go to Date and delete current date an type the target date – 3/25 – and hit enter 7. Assigning Action Items as Team Task
Open a Task and Select Assign To: Others and then choose team members or team distribution list
Copy team meetings action items into the notes section
Assign date for completion and hit Save and Send Assignments
Get Control! of Meetings
15 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Bonus Quick‐Hit Meeting Strategies
1. Avoid E‐Calendar Etiquette Mistakes
Minimize use of Tentative – Confirm ASAP
Provide an explanation when declining – Was it a bad time or is this a meeting you would never attend?
Always consider logistics for the participant – Allow for transition time, Tech checks, etc.
Try to propose at least 3 times for a one on one meeting in order to reduce meeting set up time
2. Manage Your Meeting Monsters
Ernie Emailer:
o Remind everyone that distracted people distract people
o Discuss and vote on a reasonable group tech policy
o Consider Urgent‐Only policy for tech use
Ingrid Indecision: o Determine how and when a decision will be made
o Write down options and cross off any that are not realistic
o Consider an anonymous vote if politics are getting in the way
Ted Tangent: o Ask What roles and rules would keep us on track?
o Ask Is this new topic more important and urgent than what is already on agenda?
o Explain and Assign Objenda Defender role
o Use the NNNO Tool to categorize tangents
Lisa Late:
o Indicate hard start and stop times – Be consistent
o If needed, start at 5 minutes past the hour i.e. 10:05 AM to allow for transition time
o Try the 5 minutes early exercise – compare being early to late and commit to team standard
3. Have a Meeting Action Plan
Record Action Items in one place – Set and agree on completion times
Review Action Items at the end of each meeting – Consider reviewing at the start of next meeting
Send right after meeting and follow up ‐‐ Label them Action Items, not Notes
4. Improve Virtual Meeting Skills
Arrive early and ask questions to signal: This is an interactive meeting!
Upgrade phone meetings to desktop share web meetings
o Show a chart, email, or document that is being discussed
o Surf to a visually interesting site
o Show a team photo
o Use Google Earth to show a location
Engage your colleagues via webcam
o Practice in an empty web meeting room
o Position webcam so you that you are eye to eye
Get Control! of Meetings
16 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
o Look directly into camera
o Check lighting and audio
o Add a personal background element: family photo, trophy, instrument, etc.
Be a chat champion
o Ask participants to increase usage of chat
o Conduct polls, surveys, and contests via chat
o Encourage attendees to comment via chat vs. interrupting speaker
Master web meeting polling to build interest and gather info
Take participants out of the two dimensional PowerPoint world:
o Google Earth
o Competitor websites
o Expert blogs
o Motivational videos
o Toss presentation to a teammate
Make better use of visuals and intros
o Always have a professional photo for yourself and others
o Carefully consider how you introduce colleagues and speakers
Get Control! of Meetings
17 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Virtual Meeting Checklists Use Checklists to Avoid Tech Glitches and Engage Your Audience
Create a Tech Glitch checklist that helps you avoid common mistakes like forgetting to do a sound check.
Use the 5 Alive Method: Create an interaction every five minutes
o Hold a competition – Who can guess the answer first?
o Conduct a quick survey – What is our biggest challenge?
o Conduct an Icebreaker – What’s your favorite ‐ movie, show, vacation, etc.
o Emphasize Learn by Doing vs. Learn by Telling – Let’s try it now!
o Try to get all participants to speak or chat at least once
.
Get Control! of Meetings
18 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Share Insights with Colleagues
List the three most useful insights from the class
1. _____________________________
2. _____________________________
3. _____________________________
List 3 colleagues that you can help
1. _____________________________
2. _____________________________
3. _____________________________
Get Control! of Meetings
19 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
My Get Control! Action Plan
Enter the page and tip number below of the most useful tips you learn today. Use this tool to
rapidly locate your favorite insights in the future.
Page Number Tip Number
1._________ _________
2._________ _________
3._________ _________
4._________ _________
5._________ _________
6._________ _________
7._________ _________
8._________ _________
9._________ _________
10.________ _________
Get Control! of Meetings
20 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Notes
Use this space for notes. Writing it down also helps you remember it!
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Get Control! of Meetings
21 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Quick Survey
Please fill in the most appropriate response below:
Question Strongly Agree
Agree Disagree Strongly Disagree
The seminar provided valuable info I can use on the job.
I learned new and useful ideas that will boost my productivity and performance.
I would recommend this seminar to all colleagues.
The presenter was professional, helpful and well prepared.
This seminar will help me save 20 minutes a day or more.
I would give this seminar an overall rating of: (check below)
(*****) Excellent (****) Good (***) Average (**) Fair (*) Poor
Your opinion matters! Place additional comments on the back of this survey.
Yes! Please send me a free monthly email, smartphone, or meeting Zip! Tip. Yes! I’d like more info on team training or e‐learning. Name: ____________________________________________
Email Address: ____________________________________________
Zip Code: ____________________________________________
Get Control! of Meetings
22 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Feedback on Class
Please let us know what you liked most and least. Please share any feedback on how we can
improve the module or help the facilitator do an even better job.
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Get Control! of Meetings
23 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Discover More Great Classes at Get Control! University
If you enjoyed this class you’ll love our other Get Control! University modules. Ask your Learning and Development team about them or email us at [email protected] for more info. A complete schedule of upcoming Get Control! webinars and a list of e‐Learning modules can be found at www.getcontrol.net
Get Control! University
Get Control! of Meetings
24 All Materials ©2003‐2015 GetControl.net All Rights Reserved. 888‐340‐3598 – [email protected].
Do Not Copy or Distribute Without Permission. The COTA System is Patented.
Best‐Selling Books – Award Winning E‐Learning
“The perfect class for our national meeting!”
Tech Tips Email Meetings
“The new way to get more done!” ‐Ken Blanchard, Co‐author, The One Minute Manager®
“Brilliant, funny, and extremely effective!” ‐Paul Ruane, Dir. of Learning and Development, Schering Plough
Item #: MEET 6/15
