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Organized to Succeed
Circulation 1,736
Vol. 3 Number 2 - February 1, 2008
Publisher: Christi Youd Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
(C) Organize Enterprise LLC
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IN THIS ISSUE
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1. Quick "Organized To Succeed" Tip
2. A Method for Effective Meetings
3. Quick Clutter Clearing Technique
4. Business Phrases: Running a Meeting
5. Websites for Getting Organized
****************** OUR SPONSOR **************************
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1.Quick Organized to Succeed Tip
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Avoid taking work home with you. Download everything out
of your head into your planner / tickler system before you
leave the office at the end of the day, Stop and think
of anything that needs to be done and write it down in
your planner. Writing is very therapeutic and knowing
you have it documented will help you relax.
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2. A Method for Effective Meetings
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It's Monday morning. Your desk is piled high with tasks
that are overdue. You are feeling pressured to get more
done. Looking at your schedule for the week you see that
most of your time is taken by meetings. Meetings can be
useful but if they are not done properly they can be very
destructive to the company's productivity and revenue.
Here are seven tips that will help you get the most value
out of the meetings you attend. They are guaranteed to
improve your productivity and your effectiveness.
Tip #1 Decide whether or not you really need to hold a
meeting. Meetings can be expensive by the time you consider
the hourly wage of everyone involved. Be careful that you
don't spend a thousand dollars in wages to make decisions
on hundred dollar issues. Recognize that by having employees
attending your meeting they cannot spend their time on other
tasks that directly impact the revenue line. Only invite the
essential personnel to your meeting. Don't have anyone
attending who is not absolutely necessary to reach decisions.
Below is a wages chart. It will help you appreciate the
financial investment you make every time you call a meeting.
Consider the Cost of Meetings
Figures reflect a forty-hour workweek, excluding benefits.
Salary Level ½ hr 1 hr 2 hr 3 hr
$30,000 $7 $14 $28 $42
$70,000 $16.25 $32.50 $65 $97.50
$100,000 $23 $46 $92 $138
$150,000 $34.50 $69 $138 $207
$200,000 $46 $92 $184 $276
A good rule of thumb is to only call for a meeting when
you can double your return on investment. If an issue
can be addressed via email, telephone, or an informal
conference consider choosing one of these alternative
paths.
Tip #2 Decide the best time to hold your meeting. Hold
meetings at a time of day that does not compete with the
time people are most productive at getting their work done.
It is a mistake to schedule meetings in the first few hours
of the day. Those hours should be protected and left clear
for people to get their most important work done. Meetings
should be scheduled later in the morning or in the afternoon.
If you schedule them to run just before lunch break or the
end of the day it will be easier to get the meeting to end
on time.
Tip #3 Decide what outcomes you are after. What is the
specific purpose of the meeting? What objectives are you
trying to achieve? What are the three issues you want to
address? I recommend you keep the meetings short, no longer
than 30 minutes, and only attempt to cover three issues in
each meeting. Only call for a meeting after you are completely
clear on your objectives of the meeting and the three issues
you wish to resolve.
Tip #4 Start the meeting on time no matter who is present.
Don't take time to catch people up on what they missed if they
show up late. Doing so consistently will train your people to
show up on time. The people who are there on time will appreciate
your punctuality. It's a good idea to schedule a meeting for an
odd time of day such as 10:27 instead of 10:30.Call someone to
be a timekeeper in order to keep your meeting on track. Your
agenda should have a time frame of how much time should be spent
on each issue. Rotate this assignment to a different participant
the next meeting. Everyone gets a turn. That hands-on experience is the best way to teach your participants the importance of sticking within the time frame. The time keeper will do a good job because they know they'll have someone else doing the same thing to them one day.
Tip #5 Plan an agenda and make it available to all the
participants a day or two before the meeting is held. The
agenda should include what objectives you hope to achieve
and what the three issues are you hope to explore or resolve.
Prepare your participants with a list of information they
should bring with them and any advance preparation that is
required. During your meeting be sure to stick to your agenda.
If people get side-tracked let them know that their topic is
not within the parameters of this particular meeting. Suggest
that you put their topic in a notebook called the parking lot
to be discussed in a follow up meeting.
Tip #6 During the last 5-10 minutes of the meeting summarize
what was decided. Review assignments given, who the assignments
were given to, and any due dates or deadlines given. Make the
assignments as specific as you can. Document everything in your
meetings minutes for follow up at your next meeting. It is an
excellent idea to send a follow up email to all the participants
with assignment reminders.
Tip #7 Actions you can take if you are not the one who scheduled
the meeting. Don't be afraid to ask for the agenda ahead of time.
Go ahead and ask if the meeting can be shorter, if it is essential that you attend, or if someone can go in your place as your representative. You can shorten a meeting by having a few good recovery lines under your belt. Comments such as Is this a
discussion we all need to be present for? This seems off today's
planned agenda- can we write that in the parking lot notebook to
be discussed at a future meeting? This level of detail would
best be hashed out one-on-one. Of course you'll want to be
careful to keep your own comments concise and relevant.
With today's technology and the speed of life it is easy to
streamline personal interaction to the point it is harmful
to your organization. Go ahead and hold meetings. Just make
sure they are effective meetings that truly make an impact on
your organizations bottom line. Everyone will thank you for
it and you will be amazed at how much more you can get
accomplished.
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************************Organizing Services*********************
We provide organizing services in the Utah, Salt Lake, Davis, Weber, and Cache Counties. One of our organizers can organize your home or office with or without your help. Request a free proposal by calling (801)756-3382 or via email by writing Christi@OrganizeEnterprise.com Ask about our 7 year guarantee.
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3. Clutter Clearing Technique Series
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While it is nice to have personal items such as family photos, diplomas,or certificates in your office, it may be time to free yourself of items that serve more as a distraction than an enhancement to your office environment. How about all the paraphernalia you have been carrying around with you for the last ten years of your career? The paperweights, trophies, knick knacks etc. Walk into your office tomorrow morning with
new eyes. Does it look like an organized professional works there? If not, perhaps it is time to de-clutter.
By Kathleen Blocker
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4.Business: Running a Meeting
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The following phrases are used to conduct a meeting. These phrases are useful if you are called on to conduct a meeting.
Opening
Good morning/afternoon, everyone.
If we are all here, let's get started / start the meeting / start.
Welcoming and Introducing
Please join me in welcoming (name of participant)
We're pleased to welcome (name of participant)
I'd like to extend a warm welcome to (name of participant)
It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant)
Stating the Principal Objectives
We're here today to ...
I'd like to make sure that we ...
Our main aim today is to ...
I've called this meeting in order to ...
Giving Apologies for Someone Who is Absent
I'm afraid.., (name of participant) can't be with us today.
She is in...
Unfortunately, (name of participant) ... will not be with
us to day because he ...
I have received apologies for absence from (name of
participant), who is in (place).
Reading the Minutes (notes) of the Last Meeting
To begin with I'd like to quickly go through the minutes
of our last meeting.
First, let's go over the report from the last meeting,
which was held on (date)
Here are the minutes from our last meeting, which was
on (date)
Dealing with Recent Developments
Jack, can you tell us how the XYZ project is progressing?
Jack, how is the XYZ project coming along?
John, have you completed the report on the new accounting
package?
Has everyone received a copy of the Tate Foundation report
on current marketing trends?
Moving Forward
So, if there is nothing else we need to discuss, let's
move on to today's agenda.
Shall we get down to business?
Is there Any Other Business?
If there are no further developments, I'd like to move
on to today's topic.
Introducing the Agenda
Have you all received a copy of the agenda?
There are X items on the agenda. First, ... second, ...
third, ... lastly, ...
Shall we take the points in this order?
If you don't mind, I'd like to go in order today.
skip item 1 and move on to item 3
I suggest we take item 2 last.
Allocating Roles (secretary, participants)
(name of participant) has agreed to take the minutes.
(name of participant), would you mind taking the minutes?
(name of participant) has kindly agreed to give us a report on ...
(name of participant) will lead point 1, (name of participant)
point 2, and (name of participant) point 3.
(name of participant), would you mind taking notes today?
Agreeing on the Ground Rules for the Meeting (contributions,
timing, decision-making, etc.)
We will first hear a short report on each point first,
followed by a discussion of ...
I suggest we go round the table first.
Let's make sure we finish by ...
I'd suggest we ...
There will be five minutes for each item.
We'll have to keep each item to 15 minutes. Otherwise
we'll never get through.
Introducing the First Item on the Agenda
So, let's start with ...
I'd suggest we start with...
Why don't we start with...
So, the first item on the agenda is
Pete, would you like to kick off?
Shall we start with ...
(name of participant), would you like to introduce this item?
Closing an Item
I think that takes care of the first item.
Shall we leave that item?
Why don't we move on to...
If nobody has anything else to add, lets ...
Next Item
Let's move onto the next item
Now that we've discussed X, let's now ...
The next item on today's agenda is...
Now we come to the question of.
Giving Control to the Next Participant
I'd like to hand over to (name of participant), who is
going to lead the next point.
Next, (name of participant) is going to take us through ...
Now, I'd like to introduce (name of participant) who
is going to ...
Summarizing
Before we close today's meeting, let me just summarize
the main points.
Let me quickly go over today's main points.
To sum up, ...,.
OK, why don't we quickly summarize what we've done today.
In brief, ...
Shall I go over the main points?
Finishing Up
Right, it looks as though we've covered the main items.
If there are no other comments, I'd like to wrap this
meeting up.
Let's bring this to a close for today.
Is there Any Other Business?
Suggesting and Agreeing on Time, Date and Place for
the Next Meeting
Can we set the date for the next meeting, please?
So, the next meeting will be on ... (day), the . . .
(date) of.. . (month) at ...
Let's next meet on ... (day), the . . . (date) of.. .
(month) at ... What about the following Wednesday?
How is that?
Thanking Participants for Attending
I'd like to thank Marianne and Jeremy for coming
over from London.
Thank you all for attending.
Thanks for your participation.
Closing the Meeting
The meeting is finished, we'll see each other next ...
The meeting is closed.
I declare the meeting closed
Article written by Kenneth Beare
ESL Guide
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6. Websites to get your organized.
1. http://www.FixTheOffice.com
2. http://www.OrganizeTheOffice.com
3. http://www.MyFavoriteContainers.com
4. http://www.ContainersThatFit.com
4. http://www.OrganizeEnterprise.com
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Articles for your publications
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I have many articles available for reprint in your publication,
company newsletter,etc. You may use articles written by me
that you see in Organized to Succeed. Articles I have written can be viewed at http://www.OrganizeEnterprise.com/ezinebackissues.html
All
you have to do is print the article in its entirety along with
the authors byline shown below. I would appreciate a tear sheet
or electronic copy too. Thanks
Authors Byline:
(C) 2006 Christi Youd. Christi Youd is a professional speaker, organizer,founder & president of Organize Enterprise LLC. She's the bestselling author of Organize Your Home in 10 Minutes a Day and Organize YourOffice for Success. Christi presents keynotes and seminars on organization,productivity at home and at work,and life management. Contact her at 801-756-3382 or www.OrganizeEnterprise.com.
To subscribe to Christi's
free bi-weekly Ezine go to www.OrganizeEnterprise.com/ezinesubscribe.
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Christi Youd
Organize Enterprise
PO Box 876
American Fork, UT 84003 USA
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