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5 tips for dealing with meeting overload | The Way We Work, a TED series

TED

155K views 5 years ago

Warm-up Questions

What does “meeting overload” mean to you in a typical workweek?
When do meetings help you do your job better, and when do they waste time?
What is one change you would like to make to your calendar?

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5 tips for dealing with meeting overload | The Way We Work, a TED series

Problem: meeting overload + Tip 1 (Do you really need the meeting?) (00:00 – 02:09)

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1. What does the speaker suggest is NOT inevitable?

Customer demands
Senior leaders’ decisions
Calendar creep
A global pandemic

2. What is the trick the speaker gives to stop calling unnecessary meetings?

Invite more people to get faster feedback
Ask a senior leader for approval before booking
Schedule every meeting for 15 minutes
Write the invitation first and check the subject line

3. If a meeting is mainly to “review” something, what does the speaker recommend?

Cancel it completely and never discuss it
Send the material ahead of time and hold a short meeting for questions
Hold a 60-minute meeting with a detailed agenda
Replace it with a weekly team lunch

5 tips for dealing with meeting overload | The Way We Work, a TED series

Tips 2–4 (Invite fewer people, shorten meetings, say no) (02:09 – 04:09)

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1. According to the speaker, what is the optimal size for a decision-making meeting?

10–15 people
2–4 people
20+ people
5–8 people

2. What meeting lengths does the speaker say she schedules?

15- and 20-minute meetings
45- and 60-minute meetings
30- and 45-minute meetings
Only 90-minute meetings

3. What question does the speaker suggest asking to decide whether to attend a meeting?

Do I have at least one free hour today?
Is my opinion absolutely vital to the purpose of this meeting?
Will people be upset if I don’t attend?
Will I be the most senior person there?

5 tips for dealing with meeting overload | The Way We Work, a TED series

Tip 5 (Be ruthless with your time) + final challenge (04:09 – 05:09)

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1. What metaphor does the speaker use to explain prioritizing your own time and wellbeing?

A computer needing an update
A car needing fuel before a trip
A marathon runner pacing themselves
A flight attendant’s oxygen mask

2. What does the speaker suggest scheduling to focus on your own work?

Only evening work sessions
Daily check-in calls with everyone
Blocks of uninterrupted time
More back-to-back meetings

3. What final question does the speaker ask the viewer?

Will you stop using calendars completely?
Will you invite fewer people to meetings?
Can you reduce meetings to 15 minutes?
Do you have the courage to own your own calendar?

5 tips for dealing with meeting overload | The Way We Work, a TED series

Transcript will load here…

1. What is the main goal of the five tips in this talk?

To help people regain control of their time and reduce unnecessary meetings
To teach people how to lead global companies
To make meetings longer but less frequent
To convince everyone to stop using calendars

2. Which principle best matches the speaker’s approach to meetings?

Only hold meetings with clear purpose and the right participants
Always accept every meeting invitation to build trust
Meet as often as possible to avoid mistakes
Invite everyone so nobody feels left out

3. Why does the speaker recommend shorter meetings?

They are required by most companies
They guarantee everyone will agree quickly
They make agendas unnecessary in all situations
They allow time to digest information and prevent a chain of lateness

Discussion Questions

Discuss the ideas from this video

5 tips for dealing with meeting overload | The Way We Work, a TED series

Which of the five tips would make the biggest difference in your work or study life? Why?
Is it ever necessary to invite more than 8 people to a meeting? What could you do instead?
How comfortable are you saying no to meetings? What language could you use to communicate “honesty and clarity”?
What could “no-fly zones” look like in your schedule (work, study, family)? When would you set them?