Focus on work and make meetings optional

Have fewer but more productive meetings
with Nozbe!

For an effective team, meetings are a waste of time

Ask your team what they think.

→ Stuck in yet another meeting that should have been an email?

→ Do your employees complain that they could have spent their time better – instead of sitting in on another status meeting?

→ Is your team’s calendar booked with calls, Zooms, and brainstorming sessions that last for hours and don’t bring any solutions?

We feel you. And we’ve all been there, convinced that the only way to move your work forward is by scheduling yet another meeting.

Your team deserves to spend their work time better.

And that’s why it’s high time you changed the way you and your team approach meetings.

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Why meetings
should be avoided

…and how they decrease your team’s productivity.

too many meetings

So many meetings,
so little time for work

When people consider meetings to be a cure-all for any lack of progress, it often backfires since too many meetings are scheduled and the company calendar fills up.

With so much time booked for meetings, the team has little or no time left to actually do their job.
too many people involved

Too many people are involved

People tend to invite as many people as they can to their meetings so that no one feels
left out.

Because of that, oftentimes there are a lot of participants who attend the meeting but don’t actively participate in it because the topic doesn’t concern them.
meetings not well-prepared

Meetings often
aren’t well-prepared

When someone calls for a meeting, they often don’t spend enough time preparing it. There’s no agenda, there’s no structure, and there are no specific details to discuss.

As a result, the participants waste time figuring out what they should even be discussing.
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Meetings are last

    pyramid of communication

    Your team deserves the precious gift of time for their deep work.

    Many business owners believe that the key to boosting a team’s efficiency is by having as many meetings as possible and that most of the company’s work progress happens during a meeting. They don’t realize that meetings are so time-consuming and rarely move things forward.

    At Nozbe, we believe in the very opposite – that meetings are last.

    We’ve discovered that most employees deliver their best results when they are uninterrupted by others.

    Because of that, we’ve developed our Pyramid of Communication – a new approach to team communication that ensures the best results and increases whole team’s productivity.

    We realized that the core of any employee’s everyday labor should be “deep work” – an uninterrupted, focused time, during which all effort is put into calm work on a given task.

    Of course, in order for the business to thrive, all coworkers need to cooperate. That’s why, once the job is done, they seek feedback from others.

    Meetings, on the other hand, are a last resort. They require thorough preparation from all attendees and full involvement in the discussion.

    If each team member is focused on completing their deep work followed by discussing their tasks and receiving feedback, meetings are oftentimes no longer necessary.

    Read more about the Pyramid of Communication →

    deep work
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status meetings

What about status meetings?

With task-based communication, every detail from the entire work process is written down in projects, tasks, and comments. Each team member has access to it and can look it up at any time.

When everything is written down and accessible to every team member, there’s no longer any need for status meetings.

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3 rules of productive meetings

Switch to regular, optional, and prepared meetings.

If having meetings is necessary, you should focus on making them work for you and your team. Not the other way around.
These 3 rules will help you to make meetings more effective than ever.
regular meetings

Make them regular

Avoid impromptu meetings that are ill-prepared and that interrupt others’ deep work time.

Instead, focus on scheduling regular meetings that are clearly defined and time-constrained.

Choose regular attendees for each meeting, and reduce their number to a minimum.
optional meetings

Make them optional

If your team has nothing to discuss, if the topics need more shaping up, or if your colleagues are too busy with work, then feel free to cancel the meeting.

Participation should be non-compulsory – if someone can’t attend it or isn’t prepared, they should just skip the meeting without any repercussions.
well-prepared meetings

Make them well-prepared

A meeting should have a written-up agenda that contains a list of all the topics you want
to discuss.

Meetings are not a time for the presentation of new and unconsidered ideas, so each topic must be prepared beforehand.

Participants should thoroughly read the agenda and learn about the topics before
the meeting.
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Plan great meetings
with Nozbe

A system that works for you and your team.

    Schedule a regular meeting

    1. Add a task in Nozbe for your meeting.
    2. Set the meeting’s date, time, and recurrence.
    3. Write down what the meeting is about and where it takes place in a pinned comment.
    4. @Mention the participants and let them know about the meeting.
    schedule regular meetings

    Analyze the meeting’s necessity

    1. Add a reminder for yourself, and set it to a day or two before the scheduled meeting.
    2. Consider if the meeting is necessary and if your team is free or if they’re too busy with more important issues.
    3. Inform the team in a comment if the meeting will take place or if it’s been cancelled.
    4. Encourage the participants to let others know if they can attend it or not by providing a reaction.
    analyze meeting necessity

    Prepare the meeting

    1. A few days before the meeting, post an agenda outlining all the topics that you want to discuss.
    2. Link appropriate tasks for easy access, and attach the necessary documents and files.
    3. After a meeting, add a comment with a summary that contains all conclusions.
    4. Create follow-up tasks based on what you agreed to during the meeting, and delegate them to others.
    prepare the meeing
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