Category Archives: Organization

Every Day Is A New Start

I like to think of myself as a decent golfer. Not a great golfer, but a decent golfer. Because I spend a fair amount of time doing it, I frequently use golfing as a metaphor for a lot of life’s little challenges that get thrown my way.

For example:

Skills vs expectations : A golf “index” gives a benchmark of your skill set which helps manage expectations when you are out on the course. How honest are we about our skill level and how fairly do we manage our expectations based on those skills?

Practice makes you . . . . better, not perfect: If you watch any professional golf, you will see that even professionals, who practice for hours and hours every day, sometimes hit horrible shots. It is unreasonable to have an expectation that we will do everything perfectly every time.

Honesty is paramount: Golf is referred to as “the gentleman’s game.” One of the biggest tenants of the game is that golfers call penalties on themselves should an infraction occur. This is just as important in life as it is on the golf course. If you do something wrong, admit it, correct it, and move on.

Don’t give up. What I find funny about golf (and frankly very frustrating) is that I can golf really well one day, and horribly the next . . . at the very same course under the very same conditions. Why is that? I didn’t forget how to golf; the course didn’t change; I didn’t change my equipment. Just one day I could do it, the next day I couldn’t. But, for whatever crazy reason, I will try it all over again the very next day. I won’t give up.

Which leads me to my point on handling life’s little challenges:

Manage your expectations.
Practice, but be reasonable.
Be honest.
Don’t give up.

And remember, every day is a new start.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter Vice President

Institute for Challenging Disorganization:

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD.

Coach Approach for Organizers

Graduate of the Comprehensive Training Program: Coaching Essentials; Strengths-Based Coaching; Brain-Based Coaching; Life and ADHD Coaching; and Organizer Coach Integration

Graduate-level training: Body-Based Coaching; ADHD Coaching Competencies

Get ready to hit the road!

Memorial Day is the official kick of the summer driving season. Some of us may just be taking a quick trip to the mountains or beach. Others may be taking a long road trip to visit family and friends. No matter the distance or duration, it’s important to make sure your car is in tip-top shape and stocked with essentials before you hit the road.

As a family, we mainly vacationed by car. We had a large station wagon we affectionately called the “Blue Racer.” Yes, it was blue, but, trust me, it never, ever “raced.” There were seven of us: Mom and Dad always in the front; the oldest three siblings nestled in the middle seat; and being the youngest, my brother and I rode facing backwards in the far back (ugh!). The “Blue Racer” took us to the mountains, beach, sand dunes, Grand Canyon, and multiple trips to our grandparents’ homes. Although my father was incredibly diligent about regular car maintenance both inside and out, he ALWAYS took it to the mechanic before we started any family trips. Because of his diligence, I don’t remember any car-related issues on any of our trips. That wasn’t accidental, it took planning.

Here’s a short checklist to get you started:

1. Take your car to a trusted mechanic. Most have a multi-point checklist, but if not, ensure they perform at least the following services:

• Check the battery and plugs.
• Check the belts and coolant levels.
• Ensure the tires have plenty of tread and the appropriate tire pressure.
• Check the air filter to ensure maximum efficiency.
• Change the oil.
• Check wiper blades.

2. Clean your car.

• Get rid of what you don’t need. Summer road trips are much more enjoyable if you aren’t dealing with old food wrappers, outdated receipts, and hats and scarves from the winter season.
• Vacuum both the seats and floors thoroughly.
• Protect the interior with a good leather or vinyl protector
• Wash and wax your car. Be sure to check for and repair any scratches that may later result in rust or corrosion.

3. Make sure your car is stocked with essentials:

• Vehicle manual in case of breakdown.
• Jumper cables, tire pressure gauge, flares, warning triangle, and security vest.
• Extra windshield washer fluid, coolant, and a fire extinguisher.
• Small tool kit.
• First aid kit.
• Flashlight (be sure to check batteries).
• Cell phone charger.
• Pencil and notebook for games or just taking notes along the way.
• Snacks. Make sure the snacks won’t melt if the car gets warm.
• Water. Have enough water for however long you will be in the car on any particular day. Due to potential health risks, you don’t want to store disposable water bottles in your car for extended periods of time.

(I know it looks like a ton of stuff to carry around, but, just like good insurance . . . you hope you never need to use it, but if you do, you’re glad you have it.)

With careful planning and a positive attitude, your summer road trip will be safe and full of fond memories.

Now, go enjoy some summer fun!

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter Vice President

Institute for Challenging Disorganization:

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD.

Coach Approach for Organizers

Graduate of the Comprehensive Training Program: Coaching Essentials; Strengths-Based Coaching; Brain-Based Coaching; Life and ADHD Coaching; and Organizer Coach Integration

Graduate-level training: Body-Based Coaching; ADHD Coaching Competencies

What are you meant to do?

Some NAPO (National Association of Professional Organizers) colleagues and I participated in a service project this weekend at the University District Food Bank. My “job” was to work with the food bank’s amazing Director, helping him declutter and organize his office so it would be more inviting to his team and donors. About an hour into the organizing process, he stopped, shook his head, and asked me “how in the world can you do this every day? I’m exhausted!” My response: “because it’s what I am meant to do.” I wake up every morning looking forward to helping people get unstuck, physically or emotionally, and move forward in their lives.

How do you determine what you’re meant to do?

Start with a Values and Needs exercise. It’s important to know, at your core, what makes you tick. Using myself as an example, my top Values are honesty, loyalty, and affection. Anyone that knows me well, knows I’m a hugger; deeply dedicated to my family, friends and clients; and don’t tolerate dishonesty. So, I would not do well in an occupation that doesn’t afford me deep, meaningful personal contact. My top Needs include family, peace, and self-worth. Again, those close to me know I will drop everything if someone I’m close to needs me; I don’t do well with conflict; and knowing I’m providing a valuable service to my family, friends, and clients is what drives me. (Note: The link to the Values and Needs exercise is an example only. I do not specifically endorse the authors or their works.)
What are you good at? Years ago I participated in Tom Roth’s StrengthsFinder exercise. Not surprisingly, my identified strong traits markers include Stretegic, Discipline, Relator, Learner, and Responsibility. All of these traits serve me well as a Professional Organizer and Coach.
What are you NOT good at? Knowing what you aren’t good at (or just don’t want to do) is as important as knowing what makes you tick. Deep down, I’m a bit of an introvert. Get to know me and I’m very open and communicative. But, in a crowd of people I don’t know, I’m a wallflower. Hence, I would not make a great salesperson.
What are your skills? Some occupations just flat require some very defined skill sets. Although I’m a kinesthetic learner, I don’t have fine dexterity skills. I should not be a surgeon. But I am really, really good at process, so people are constantly asking me to organize projects and events (and I love it!).
What makes you smile when you think about doing it? I don’t like to garden. It does not make me smile. I know people that do love to garden and when they think about going outside and getting their hands dirty, they beam! On the other hand, I love to organize stuff and help people move from where they are (physically or emotionally) to where they want to be. It makes me smile even thinking about it. What makes you smile?

Are you frustrated or unhappy doing what you’re doing? If so, maybe you’re not doing what you are meant to do.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter Vice President

Level I Certificates earned in Chronic Disorganization; ADD; Client Administration; Time Management; Mental Health; and Hoarding.

Level II Specialist Certificates earned in Chronic Disorganization and ADHD.

Coach Approach for Organizers

Graduate of the Comprehensive Training Program: Coaching Essentials; Strengths-Based Coaching; Brain-Based Coaching; Life and ADHD Coaching; and Organizer Coach Integration

Graduate-level training: Body-Based Coaching; ADHD Coaching Competencies

Think. Plan. Act.

(What’s wrong with this puzzle picture?)

I frequently work with clients on their time management challenges. I remind them that “time management” is really just a balance between what we need to get done and the time in which we have to do it.

Efficient time management really boils down to a few simple processes:

Think: Devote time to thinking about what really needs to get done and by when. To do this, I suggest implementing the following processes:

Create a list. Take a few (or a lot) of minutes to do a brain dump of everything that needs to be done. It doesn’t matter if the repository is paper or electronic, just make sure it’s out of your head and recorded somewhere. I also ask my clients to estimate how long each item will take them to complete.
Determine what needs to be done and group those things together: phone calls, items requiring a computer, errands that require transportation, things that can be delegated, etc. Just like organizing physical items “like with like,” grouping action items is equally as efficient.
Prioritize items within categories. Doing this will help you determine when they need to be fit into your schedule (high, medium, low or by due date).

Plan: Now that you have a list of things that needs to get done, where they need to get done, and when they need to get done by, the next step is to put a plan together to get them done.

It’s critical to set aside time to work through your list. Even five-minute tasks need to have dedicated time for them to get accomplished. Make and keep an appointment with yourself to work through your list. I suggest setting a Time Timer and eliminate distractions just as if you were having a meeting with a client.

Different actions require differently planning processes. For example:

“Create mission statement” may be something that can be done at any time and almost any where, but time to complete the process still needs to be slotted into your schedule.
“Complete taxes” is something that really needs to be done by April 15. This type of item, and the specific tasks that need to be done to accomplish “complete taxes,” need to be scheduled with more critical thinking.
“Grocery shopping” may be a recurring weekly task, but still needs to be slotted into your schedule before you run out of milk.

Also think about items that you can do outside your office or home and take supplies with you. For example, you can make dentist appointments while you are waiting to pick up your children from school or you can text the babysitter while you are waiting in line at the post office.

Act: Now that you are done thinking through your plan, your next step is to act.

According to Elbert Hubbard “Self-discipline is the ability to make yourself do what you should do, when you should do it, whether you feel like it or not.” Self-discipline is sometimes hard, but focusing on the right thing, at the right time, in the right place, will make you incredibly more productive and efficient.

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Levels I and II Certified (8 certificates) Member, Institute for Challenging Disorganization

Coach Approach for Organizers

What’s Your Power Base: Love or Fear?

“Power is of two kinds. One is obtained by the fear of punishment and the other by acts of love. Power based on love is a thousand times more effective and permanent then the one derived from fear of punishment.” –Mahatma Gandhi (brainyquote)

I’ve been reading an incredible book about power. Until recently, my thoughts about power had taken a negative bent: bullying, threats of violence, demeaning words or actions, etc. The kind of stuff I hope no one ever associates with me.

Personally, I’m not at all interested in having power in an aggressive or assertive way; but I’m very interested in how I can use my power of information, intent, skills, and passion to help move people to the next level of their lives.

When I was choosing a visual image for this post, waves seemed like the perfect metaphor for defining the two kinds of power: “power to” (Gandhi’s love based) and “power over” (fear based). A wave’s power to carry a skilled surfer beautifully to the shore has a much different feel than when those same waves have the power over us to physically knock us down when we least expect it.

According to social psychologists J. P. R. French Jr. and B. Raven, there are six basic bases of power:

Coercion: Threat of force, disapproval, or rejection. The main goal being compliance. (Generally Power Over)
Reward: The right of some to approve or deny rewards. (Both Power Over and Power To)
Legitimacy: Generally granted as a position of authority. (Both Power Over and Power To)
Expert: Based on knowledge, experience, and skills. (Both Power Over and Power To)
Referent: Based on affiliation. (Both Power Over and Power To)
Informational: Based on the potential to utilize information. (Generally Power To)

As examples, using power with children:

Coercion: “Adults don’t like children that don’t eat their vegetables.”
Reward: “Unless you eat your vegetables, you don’t get any dessert.” Or, “If you eat your vegetables you can have ice cream for dessert.”
Legitimacy: “I’m an adult, just do what I say.” Or, “As an adult, it’s important that I keep you safe.”
Expert: “I’m better than you at this, just do it my way. Or, “As an adult, I know you need a life jacket if you are going to the beach.”
Referent: “I love the energy of a two-year old!” Or, “No wonder they call it the ‘terrible twos,’ they are all undisciplined and wild.”
Informational: “I know multiple ways to solve this problem. Let’s explore the best one.”

How do you want to be known for using your power?

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Levels I and II Certified (8 certificates) Member, Institute for Challenging Disorganization

Coach Approach for Organizers

Honoring Earth Day

“The first Earth Day on April 22, 1970, activated 20 million Americans from all walks of life and is widely credited with launching the modern environmental movement. More than 1 billion people now participate in Earth Day activities each year, making it the largest civic observance in the world. For more information, visit www.earthday.org “

The three pillars of environmental responsibility:

Reduce. Reuse. Recycle.

Reducing the amount of waste we create and energy we consume is the most effective, and possibly simplest, way to help Mother Earth.

A few easy suggestions:

Reduce the amount of mail that comes in your home by unsubscribing from mail you don’t want or need. These websites can help you with that:
Reduce energy consumption (a big drain on the environment) by turning down the heat, shutting lights off, carpooling when possible, lowering the temperature on the water heater, washing your clothes on the “cold” setting, etc. Every little bit helps!
Create a network of friends and neighbors to borrow or lend items you don’t use frequently. For example, I have a table saw. Once I completed the project I purchased it for, I only use it a few times a year. I’d be happy to loan it to a friend or neighbor. What do you have in your house you could do the same with? (Facebook is a great way to get the word out.)

Finding a way to reuse what no longer serves in its original purpose or you no longer need is another great way to help the environment.

How to do that?

Using Amazon’s Give Back Box® program “you can donate items you no longer need to charity with ease and bring new life to your empty Amazon box.”
Look at any sturdy packaging you may be about to throw away. Can it serve another purpose? Shoe boxes become drawer organizers. Empty cottage cheese containers become food storage. Tin cans become pencil cups (you may want to decorate them up a bit.) You get the idea.
Invest in reusable shopping bags. In addition to the kind the retainers sell, there are some really fun and practical choices on Amazon.
Use cloth vs paper napkins. The energy it takes to create a paper napkin is unbelievable! The stats, are enlightening. I would imagine the energy consumption to produce paper plates and plastic forks would be similar. Use “real” silverware and dishes whenever possible.
There are many, many great charities that support individuals that could really use what you don’t need. Do some research on what’s available in your area. Give where it feels good.

And then there’s recycling. Recycling has been around for long enough that most of us are in the groove. As a matter of fact, some cities are actually fining folks that don’t recycle and compost efficiently.

Some thoughts on this:

Check your local municipality for recycling guidelines . . . I’m amazed at how much they differ from city-to-city in Puget Sound.
Go that extra step when looking to make a purchase and look for items made out of recycled products.

At Organize To Simplify, we are dedicated to giving back to others and the environment by celebrating Earth Day every day!

Part of our Giving Back philosophy:

“Together we can help others and the environment by reducing, re-purposing, and recycling items you no longer need to lessen the long-term impact on our environment.”

What can you do to celebrate Earth Day every day?

Cindy Jobs

cindy@organizetosimplify.com

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Level I and II Certified, Institute for Challenging Disorganization

Graduate: Accredited Coaching Program

What’s your motivation?

“Motivation is a fire from within. If someone else tries to light that fire under you, chances are it will burn very briefly.” — Stephen Covey

Motivation. It’s an intriguing thing.

Some people seem to have more of it.
Motivation varies widely from person-to-person.
Even within ourselves, some days we seem to have more of it than others.

Here are some keys to managing motivation:

Define the motivation.
Define what success means to you.
Motivation is easier to come by when we do something we love.
Track your progress in effort, not results.

Defining the motivation: Motivation comes in different forms. Most studies conclude that internal motivation is much more powerful than external motivation. So, to be successful at a task, define your “why.”

Motivation comes up frequently with my coaching clients. One client engaged in coaching because “I want to be better at my job, and part of that is learning to work outside my comfort zone.” That coaching relationship is incredibly successful. Yet another client engaged in coaching “because my mom thought it would help motivate me to keep my room clean and get better grades.” Suffice to say, that coaching relationship didn’t survive. He was doing it for the wrong reason: someone else.

Defining the motivation is the first key to success. Do it for you, not someone else.

Clearly define success: With any goal, there needs to be a definition of success and what it means to you personally. Depending on what success means to you, the motivation may be different.

I have a client that is a successful business person. He has a clear definition of what success in 2017 will look like. It’s not “I’ll make more money.” It is a very clear, hard number. Hitting that sales number means several things: It reinforces for him that he’s good at what he does (internal motivation) and he will be able to provide an amazing trip for his family next Spring (external motivation). For him, internal and external motivation go hand in hand, but only because he has a very, very clear picture of what “success” means to him.

Do what you love: I have friends who LOVE to exercise. They get up at 5:00 AM to go to their favorite class. They feel better (both physically and mentally) when they are engaged in their passion. On the other hand, there would need to be some serious external motivation to get me to follow their plan. But, ask me to get up at 5:00 AM to meet a client so we can get their garage cleaned by noon and I’m all in!

Motivation is just easier if we are doing something we love.

Track progress in effort: Sometimes even the most motivated people get sidetracked when they don’t see the results as quickly as they anticipated. Rather than focusing entirely on the end game, focus on the effort.

If you are looking to write the next great novel, motivation can be lost if it doesn’t come together quickly. Rather, acknowledge that you will feel accomplishment by writing 30 minutes every three days. The internal motivation of progress, versus the frustration of not being finished, will help accomplish the long-term goal.

What are you motivated to accomplish today?

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Coach Approach for Organizers

Visualize Your Way to Success

As part of my coaching business, clients often call me for assistance when they are facing stressful situations like interviews, presentations, or crucial conversations with friends, family, or employees.

When we are faced with stressful situations that we have not encountered before, our brain doesn’t react as quickly or efficiently as we would like it to . . . or sometimes it doesn’t work at all and we just get stuck. Visualizing situations before they happen can help us be more prepared.

In actuality, we unconsciously visualize situations and react to them all day long. For example:

Driving: From an experience, visualization, and reactionary perspective, we know what to do when a car pulls in front of us or slams on their brakes. Because it’s probably happened before, we can quickly visualize and react appropriately.
Walking: If we are on a busy sidewalk, we can visualize and react if something unexpected happens in front of us. Personally, I practiced visualization on what would happen if my dogs and I encountered another friendly (or not so friendly) canine and it’s companion on our walks.

This past weekend, a client called and was nervous about an upcoming job fair he would be attending. He wanted to ensure he was both emotionally and professionally prepared for the event.

How did we go about the visualization process? Yes, I ask my clients to actually close their eyes during this process. Closing your eyes allows focus more intently.

Picture the venue. Is the parking lot big or small? Will you have to park very far away (umbrella or no umbrella)? Is it a big room with lots of tables to visit (wear comfortable shoes)? Is it a more intimate environment where there will be an opportunity for casual conversation?
Picture yourself walking in the room. What will you do with your coat? What’s in your hand (satchel or just a file folder full of resumes)?
Picture and practice your introduction. What will you leave with your networking opportunities (resume, business card, both)? What questions are important for you to ask (show both knowledge of and interest in a prospective employer)? What questions may you be asked (be prepared to deliver a couple sentences about any item on your resume)?
Finally, picture yourself after the event. Will you be sending follow-up e-mails? Ask to connect via LinkedIn? Follow-up with a personal phone calls?

Visualizing the venue, process, conversations, and follow-up made the job fair a much less stressful event than it would have been without the preparation.

For more information on visualization for success, check out a 2016 Michigan State University report.

What events are ahead of you where visualization would give you the upper hand?

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Coach Approach for Organizers

It’s National Clean Out Your Closets Week!

This past Monday marked the official first day of Spring, and for those of you in Washington state (especially the Puget Sound area), some absolutely beautiful weather days followed.

I don’t know about you, but I’m ready to put the parkas and snow boots away and pull out some t-shirts and golf shorts!

For many of us, deciding what to wear is our first big decision of the day. It sets the tone. It puts us in a certain frame of mind. It prepares us for what lies ahead. Is there a better way to start the day than with a clean, organized closet filled with just those items you love and feel great in? I think not.

Here are five tips to quickly and painlessly clear some closet clutter:

Schedule time. If you haven’t done it in a while, an entire closet purge could take several hours. Schedule at least 3-4 hours to get the process started (hopefully even completed). Trust me, it’s a great use of time.
Set yourself up for success. Get in the mood for some tough decision-making. Grab a friend to help. Turn on some tunes. Schedule a significant reward for project completion.
Have plenty of supplies ready.
- If you are planning on changing your hanger style, buy twice as many as you think you need. Same goes for shoe boxes, underbed storage, belt hangers, etc. It’s always better to have supplies to return than not be able to finish the project because you came up short on supplies.
- Set up a system for removing what doesn’t deserve valuable closet space: resale, storage, donation, discard, gifting, etc.. Whatever you decided doesn’t deserve a home in your closet, needs to go somewhere. Immediately put donations in your car. Move storage items to their new home. Schedule a drop off/pick up date/time for items you are gifting.
Touch everything and ask yourself the following:
- Do I love it and feel great when I wear it? (good color, style, fit, etc.)
- Did I use it this season or can I see myself using it next season? (is skiing really still your thing?)
- Am I keeping this because of guilt? (impulse purchase, spent too much, it was a gift, etc.)
Put items away efficiently. Anything that goes back in the closet should be grouped in an organizational system that works best for how you make decisions.
- Do you select items by color (black vs yellow)?
- Do you select items by purpose (work vs play)?
- Do you store outfits together within the closet?

A functional closet can reduce stress (I’m certain most of us have felt the frustration of being late because we “can’t find anything to wear!”); save time (no more time wasted searching for that one black turtleneck you absolutely love!); and save money (how many times have we repurchased items we already own?).

Spring is here . . . are you and your closet ready?

Cindy Jobs

www.organizetosimplify.com

National Association of Professional Organizers, Seattle Chapter President

Certified Premium Subscriber, Institute for Challenging Disorganization

Hosting An Efficient Meeting

According to a 2015 OfficeTime survey, employees feel meetings rank second as the biggest “Top Time Killer.”

A 2015 Wrike.com survey indicates that 34% of workers attend six or more meetings a week. When asked whether meetings end with clear action items, nearly half indicated “some of the time,” “rarely,” or “never.” Ouch!

What can we do to make meetings more productive? Well, I have some thoughts.

I’ve been the President of the NAPO (National Association of Professional Organizers) Seattle Area Chapter for four years. During that time, we’ve had a very consistent Board and held some pretty darn effective meetings. However, in a couple short months some of our long-time Board members will be stepping down (including myself) and new members will be taking our places. It is rewarding to see members of our Chapter volunteer for these critical positions, but it means change and change can sometimes be hard on group dynamics.

Along with the excitement of new members coming on, there is renewed focus on ensuring that our monthly Board meetings continue to be effective. The “old” Board knew each other well, the procedures were clear, we had a “flow,” and the meetings were predictable and efficient.

What makes our meeting so productive?

Respect:

Our Board members respect each other. I also think they truly like each other, but even if they don’t, all Board members are treated respectfully by their peers.

Before: An efficient agenda and meeting flow.

Agenda items: Board members are asked to submit agenda items well in advance and the agendas are distributed approximately two days prior to the meeting. Receiving the agenda prior to the meeting allows everyone to prepare for their own presentations and organize questions they may have about other agenda items.
Logistics: Because our meetings are always held at the same location, a physical address is not necessary, but the agenda does include the date and time as not to confuse one meeting from the next. If meetings are not held at the same location consistently, a physical address and phone number for the facility would be helpful. It is also helpful to include meeting attendees, including titles if appropriate.
Flow and timing: As a general rule, it is suggested that each person on the agenda be given a specific amount of time to present. Doing so keeps presentations from going on and on and on and on. Because our Board had such a great flow, we do not assign timing to the agenda. Some months Marketing needs more than Communications. Sometimes it’s the other way around. People respect and appreciate the flexibility. But, we are VERY careful to ensure our meetings stay to one hour or less, being respectful of the overall time commitment.

During: Respect the process.

Be considerate of attendees’ time: Start and stop according to the agenda. If it appears the meeting will need to run over, ask attendees if the additional time will work with their other commitments. If not, table the additional discussion for another meeting.
Follow the agenda as closely as possible. Attendees have made preparations according to the agenda.
- Prevent one topic from spilling over into another agenda item’s time without consensus.
- Address all agenda items. Only skip items with attendee consensus.
- No surprises. Attempt not add an agenda item that attendees have not prepared for.
Encourage participation: Do not allow one attendee to monopolize the meeting. Encourage all members to participate, possibly calling on an attendee that would bring value, but may be hesitant to speak on their own.

After: Comprehensive minutes.

Include an attendee list.
Indicate accurate start/stop times.
Create high-level documentation of agenda item discussions, including any procedural votes, decisions, updates, or further action that needs to be taken.
Distribute meeting minutes in a timely fashion. Our current Secretary distributes the minutes within 48 hours of the meeting. Because the meeting details are still fresh in participant’s minds, the minutes are much more accurate.

Do your meetings look like this? What can you do to make your meetings more efficient?

Cindy Jobs

www.organizetosimplify.com