But … when do you actually work?. A reflection that started from a…
Tags: Meetings, Work From Home, Work Life Balance, Time Management, Productivity

A reflection that started from a simple, candid question.

We are in the second half of 2020, my partner and I, together with the rest of the World, got used to the “new normal” of home office and our daily schedules of virtual meetings. This day, my partner’s mother is there, and, while she does not really understand what our jobs are about, she witnesses how we jump from one video call to another, from morning till evening, and there she asks this naive, yet, relevant question: “tell me, if you are in meetings all the time, when do you actually work?”.

I could have mentioned about the notion of effective meetings, the extra hours, the collaborative tools, and the — sometimes poisonous — multi-tasking. Instead I smiled, and answered that those meetings were needed to be able to do my job, however, this question stuck in my head and had me reflect upon.

From where I stand, I’d say the pandemic and the concept of remote working came with an explosion of meeting requests. Critical issues, the necessity of acting fast to protect our business topline/bottomline, the lack of visibility triggering numerous direction changes from one week to another, the internal and external parties to manage in uncertain times, combined with the urge to compensate “real face to face” interactions, are as many parameters which significantly challenged our agendas.

Those times were unprecedented, and let’s face it, we were placed in situations where we had to react, with very limited options for being proactive. While I do not necessarily question whether I should have had all these meetings, I am keen to take away something from 2020, re-focus on effectiveness and efficiency principles, to go through 2021 from a different angle.

I like Pareto (who does not).

So if 20% of my meetings are going to deliver 80% of the value for me, supporting 80% of my deliverables and my performance throughout the year, first, it is my duty to identify which meetings those are. Time being a unique and precious commodity, I believe it is important to bring meetings back to the notion of ROI — how much value can this meeting generate for my team, for my organization, or myself?

Second, I need to ensure these meetings are thoroughly prepared and I make every session count.

Get some time to improve, innovate, create, get inspired.

Remembering Bill Gates commenting on Warren Buffett’s time management, he learnt from him that he kept a light agenda, often with days marked as totally empty. According to Gates, “You control your time. … sitting and thinking may be a much higher priority”.

Making space in our agendas allows us to create room in our heads and this “headspace” is a magical enabler. It enables us to look at the bigger picture, to challenge our thoughts and ideas, find inspiration so that eventually we get to focus and innovate. This time outside meeting — virtual — rooms is your moment of freedom, your creativity and performance booster.

Ubiquity (and education).

You do not need to be everywhere.

While the digital transformation is a fascinating journey, the notion of time evolved. To an extent where expectation is to get feedback instantly and availability is a given. If you are triple booked for your 11am meeting, come back to the notion of value. Those 3 meetings are not equally important as well as do not — for sure — carry the same level of urgency. This is when one has to be pragmatic and advise: are those 3 meetings really needed? Which role am I expected to play in each of those sessions (leader, advisor, observer)? Which one will deliver the most value? Can any of the 3 be tackled offline?

I’d say it is also worthwhile influencing and educating people around us, above and below, so that every meeting becomes a meaningful moment.

So yes, I am convinced we are working while being in meetings, but to deliver the best results we need more than that.

Next year is around the corner, wishing you All to take the time, to make the time.