Last updated on Jun 25, 2024

You're juggling multiple meetings in a row. How can you maintain your energy levels and productivity?

Managing back-to-back meetings can be a marathon that challenges even the most seasoned professionals. When your calendar is packed with discussions, it's crucial to approach the day strategically to maintain your energy and productivity. Time management skills become essential in such scenarios, as they enable you to navigate through a busy schedule effectively. By adopting certain practices and being mindful of how you allocate your time and attention, you can ensure that you remain on top of your game, ready to contribute valuable insights and decisions in each meeting without succumbing to fatigue.

1 Prioritize Tasks

Before diving into a series of meetings, it's wise to prioritize your tasks. Determine which meetings are non-negotiable and which ones could potentially be moved or delegated. This empowers you to focus on what's truly important without overextending your energy reserves. By being selective about your commitments, you can allocate your attention more effectively, ensuring that you're fully present for the meetings that matter most.

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Sara Aguiar

Tax Consultant @ ECOVIS Comark Portugal
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Some steps that might help you - as per my experience: Create a list of all the meetings, and inside each meeting, categorize tasks between: 1. Urgent and important 2. Important but not urgent 3. Not urgent and not important. Conduct the meeting using this matrix. This will help you estimate the time required for each task, and set goals for the projects in which you are involved.

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2 Schedule Breaks

Incorporating short breaks between meetings can be a game-changer for your energy levels. Use this time to step away from your desk, stretch, or take a brief walk. These pauses act as a mental reset, giving you a moment to recharge and clear your head before the next round of discussions. Breaks also help prevent decision fatigue, keeping your mind sharp and your contributions insightful.

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3 Fuel Wisely

What you consume can significantly impact your energy and focus. Opt for meals and snacks that provide sustained energy, like those rich in protein and complex carbohydrates, and stay hydrated throughout the day. Avoid heavy meals and excessive caffeine, as these can lead to energy crashes that will hinder your productivity during later meetings.

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4 Stay Organized

Keeping your notes and documents well-organized is essential when you're moving from one meeting to another. Utilize digital tools or a reliable system to quickly access the information you need for each discussion. Being prepared not only saves time but also reduces stress, allowing you to transition smoothly between meetings without scrambling for materials at the last minute.

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Sara Aguiar

Tax Consultant @ ECOVIS Comark Portugal
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Some tools - such as Asana and Notion - might be useful to take notes, and share updates on the projects with your peers. When you need to analyze files/notes, make sure you develop a consistent naming structure for them. This way, it's easier for everyone involved to understand to what those files relate to, and track the evolution of the project. In addition, before each meeting, review and update the agenda and key objectives. After each meeting, consider sending an email with the summary of all the key points discussed, asking for the confirmation of all of those involved, so you can keep track of what was closed, and what needs further development.

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5 Manage Expectations

Communicate clearly with your colleagues about your availability and the need for concise meetings. Encourage agendas and time limits to keep discussions focused and productive. By managing expectations, you help ensure that meetings stay on track and that your time is respected, which is vital for maintaining your energy throughout a packed schedule.

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6 Reflect and Adjust

After a day of back-to-back meetings, take time to reflect on what worked well and what could be improved. Did certain strategies help maintain your energy? Were there meetings that could have been handled via email or delegated? Use these insights to adjust your approach for future instances, enhancing your time management skills and your ability to juggle multiple meetings effectively.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're juggling multiple meetings in a row. How can you maintain your energy levels and productivity?

1

2

3

4

5

6

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1 Prioritize Tasks

2 Schedule Breaks

3 Fuel Wisely

4 Stay Organized

5 Manage Expectations

6 Reflect and Adjust

7 Here’s what else to consider

Time Management

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You're juggling multiple meetings in a row. How can you maintain your energy levels and productivity?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Schedule Breaks

3 Fuel Wisely

4 Stay Organized

5 Manage Expectations

6 Reflect and Adjust

7 Here’s what else to consider

Time Management

Rate this article

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