If there’s a single time-waster in most organizations, it’s the oft-dreaded meeting.

Brainstorming sessions with a few people, a command performance by the CEO, power plays and endless speeches by people who like listening to their own voices – meetings can be a colossal waste of both time and money. Not to mention demoralizing, boring, and frustrating.

Truthfully, meetings top the list of the thing I miss the least about working in a busy office full of creative people. I miss collaborating with brilliant art directors, artistic photographers, and talented graphic artists – but I don’t miss meetings.

According to Atlassian, the developer of Trello and other business applications:

• 47 percent of employees think that meetings are the No. 1 time-waster. 
• 45 percent feel overwhelmed by the number of meetings they attend.
• 91 percent admit to daydreaming during meetings.
• 73 percent said they do other work; and
• 39 percent of people say they sleep during meetings.

At the same time, meetings are a necessity. In fact, you could say that meetings are the lifeblood of any organization – decisions are made, important communications are disseminated, responsibilities are delegated.

Develop the Proper Agenda
Keeping several key things in mind when designing and executing a meeting can help make it more efficient and less time-consuming, and may even make it a pleasant, productive experience for everyone involved.

Forbes contributor Phil Lewis, in February’s story, “Nine Questions That Will Get Your Meetings Working Harder For You,” recommends paying extra attention to designing a hyper-focused agenda that delineates meeting objectives, decision points and criteria, discussion flow with time allotted for each element, and the means of measuring the meeting’s success.

These days my meetings are limited to project-related, focused discussions with clients about their objectives, deadlines, and budgets. Without exception they are pleasant and productive thanks to my clients’ attention to detail and commitment to the value of time.

Advance Planning Pays
It pays handsomely to plan beforehand for potential problems and roadblocks, Lewis notes. “The old saying that there are no shortcuts to anywhere worth going is as true of organizational process as it is of anything else in life,” Lewis writes. “Any meeting worth having will likely contain unanticipated twists and turns.

“This points to another inconvenient truth: you can be efficient with everything but people, who are prone to be full of surprising challenges and objections,” he adds. “A failure to anticipate this – and a desire to keep the conversational wheels turning at all costs when challenges arise – is a major source of inefficiency in meetings all over the world.”

​To be sure, laying the foundation for a successful meeting starts well ahead of the actual event. Thinking ahead to what might happen takes just a few minutes, but is time well spent. Perhaps most important, each participant should be well aware of their responsibilities during the meeting and arrive prepared to participate fully.

Consider the Format
Moving back one step, Lewis recommends carefully considering the type of meeting that will be most effective for your objectives, noting that a budget discussion requires a different environment than a sales presentation. I’d add that for creatives, small-group brainstorming sessions can be most efficient – and can provide the motivation participants require to get excited about the projects they’re collaborating on.

“The problem most organizations face is that in effect they plan for only one mode: The Meeting, an ill-defined blob of conversational ennui where no-one is clear about how they are required to behave,” Lewis explains. “This is a huge productivity killer.’

He recommends planning the agenda based on the scope and type of involvement required from participants, the goals and objectives, and the time required, among other key issues.

Invite the Right People
Carefully analyzing who should attend a meeting – and eliminating the individuals who rarely if ever make meaningful contributions – frees people up to be more productive elsewhere while adding the greatest value to the meeting itself.

One-on-one pre-meeting conferences can pinpoint the ways participants can contribute effectively to the event. Sometimes a moment of conversation can prompt positive anticipation of a collaborative meeting and unearth important issues to be addressed.

​Analyze and Refine the Approach
An important point Lewis makes is that most organizations ignore the characteristics of various types of meetings. “They can be positive or negative; creative or destructive; fluid or static; vital or deadening; collaborative or antagonistic; caring or devil-may-care; didactic or democratic,” he writes.

Efficient leaders can ask their teams candidly to evaluate the efficiency and effectiveness of their meetings in real time, to invite debate on how and why to make necessary changes, and thus liberate participants to do their best work. Open communication about housekeeping issues could be a game-changer for your organization’s least-favorite pastime and make meetings pleasant and productive for all.

The best boss I ever had was a complete surprise.

I saw her coming and shook my head in disbelief: The woman temporarily appointed to fill in as our acting supervisor had a complete lack of experience in our area.

It turns out, though, that managing a division of creatives – writers, designers, artists, and editors – doesn’t require a visionary creator. Instead, our new leader was armed with strong organizational, leadership, and communications skills that made us the organization’s most productive, streamlined, and successful division.

Her secret? She respected our abilities, listened to our needs, empowered us with the budgets and resources we required – and then got out of the way so we could do our best work.

In my long career in journalism, public relations, and higher education, it’s the female supervisors who stand out. Interestingly, new research backs up my experience.

While women currently hold just 5.8 percent of CEOs positions at S&P 500 companies, according to Catalyst, females may actually be better suited to lead in almost every area, according to new findings from the BI Norwegian Business School.

In their research, Professors Øyvind L. Martinsen and Lars Glasø found that women scored higher than men in four of the five major leadership-centric categories.

“Businesses must always seek to attract customers and clients and to increase productivity and profits. Our results indicate that women naturally rank higher in general than men on ability to innovate and lead with clarity and impact,” explains Martinsen. “These findings pose a legitimate question about the construction of management hierarchy and the current dispensation of women in these roles.”

My experience suggests that women are strong, successful leaders due to several factors.
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They are good listeners. They listen with their whole bodies; their ears hear our words while their eyes discern the tilt of our heads and their brains decipher our tone. They get the message loud and clear.

They anticipate the needs of their team. Rather than react, female managers scan the horizon for the resources team members need now and for the future.

They compile metrics, details, and statistics and effectively synthesize volumes of data into cohesive reports. Not only are women strong writers, they are detail-oriented and, at the same time, able to accurately determine the right way to formulate information for particular audiences.

They are concerned with the health of their team members. In addition to encouraging employees to live healthy lifestyles, they stop, look, and listen to ensure their high performers are mentally and emotionally healthy as well.

They play well with others, and they aren’t afraid to work solo. Women leaders value teamwork and promote individual performance at the same time. The two styles are viewed as complementary, not competing, interests.

They value free time, leisure pursuits, and family life. Female bosses encourage employees to use vacation time, personal days, and off-the-clock hours to pursue happiness. They know happy workers are productive workers.

They’re efficient and they aren’t hung up on the sound of their own voice. Meetings follow an agenda, start on time, and remain focused on the issues at hand. Things get done, goals are accomplished, everyone goes back to their desks knowing exactly what’s expected of them.

Perhaps I’m supportive of women leaders because I am one, or perhaps my experiences are borne out by other successful women.

Academic evidence suggests that in particular women who are high-performing and already successful tend to see their prospects improve under a woman’s leadership. 

Luca Flabbi, a professor of economics at Georgetown, believes that women are better than men at reading other women and assigning them to the jobs commensurate with their experience. Top female leaders, Flabbi notes, put women in more productive positions, and their performance goes up.

Now, I’m aware that I may be in the minority, because I’ve heard many of my colleagues say they prefer to work for male supervisors. Men are perceived to be stronger, fairer, and more decisive that women bosses.

At the same time, recent data suggests that in times of crisis, women leaders with their strong interpersonal skills are perceived to be more trustworthy compared to their male counterparts.

The trust developed by women leaders with strong interpersonal skills results in better crisis resolution in the case when outcomes are predictable, says a study published in the journal “Psychology of Women Quarterly.”

In addition, according to recent Harvard Business Review surveys, women are perceived by their managers — particularly their male managers — to be slightly more effective than men at every hierarchical level and in virtually every functional area of the organization.

In the Harvard survey, women were rated as excelling in taking initiative, acting with resilience, practicing self-development, driving for results, and displaying high integrity and honesty.

Because my expertise is communications, I highly value the effectiveness and persuasiveness of leaders who can be both insightful and succinct. The best communicators, in my experience, are usually women.
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My days of working for a male or female boss in a traditional 9-to-5 job are over. Instead, I work for a tough, demanding boss every day – me – and my boss never gives me a break. Thankfully, I don’t mind her unheard voice urging me on 24/7 to productivity, quality, and success.

Once upon a time, there was a woman who loved stories. She loved telling them, reading them, hearing them – she loved everything about them.

Luckily, her interest in stories and storytelling led to a long, happy career, first as a journalist and later as a public relations consultant.

Writing stories about people, places, products, research, and advances in business, education, and healthcare became her livelihood. And she had fun researching, writing, and producing them!

Good stories surprise us, writes former Pixar executive Shane Snow on Hubspot. “They have compelling characters. They make us think, make us feel. They stick in our minds and help us remember ideas and concepts in a way that numbers and text on a slide with a bar graph don’t.”

In fact, Snow notes, research indicates that 78 percent of CMOs think content is the future of marketing and two thirds of marketers think branded content is superior to public relations, direct mail, and print advertising.

“As the majority of corporations start thinking of themselves as publishers, the defining characteristic among the successful ones will be the ability to not just spew content, but to craft compelling stories,” she adds. “Fact is, no one cares about your marketing goals. But everyone likes a good story.” The business people who can tell one will have increasing advantages in the marketplace.

Snow believes storytelling will be the biggest business skill of the next five years. “The fact is, people have evolved to be storytellers and to respond deeply and emotionally to storytelling,” he writes. “If brands want to be as successful online as they were in traditional media a few decades ago, they need to relearn the basics of storytelling.”

I’ve turned storytelling into the backbone of Cathi Douglas Communications, so I share Snow’s view that, beginning with a good hook, you must rivet the readers’ attention and get them to care immediately about the people and action you’re writing about.

Showing a change happening is critical, he notes. “When you craft a story, you need to show a character or characters changing. Do it right, and you'll engender a change in the audience, too.”

Connecting with readers on an emotional level requires the writer to use personal, shared experiences. Crafting a strong story structure comprised of a beginning, middle, and end will give you the necessary framework to involve conflict, challenge, accomplishments, and success, he writes.

Perhaps most important, you must be authentic in your story, writing, and message. Using data and research to bolster your points is critical.

The most memorable stories I’ve written include magazine features about foster kids enrolled in the groundbreaking Guardian Scholars Program at Cal State Fullerton and a profile of a woman with a fatal disease who fought valiantly but unsuccessfully against California’s death with dignity law.

In both cases, the people were compelling characters that you cared about. The message of each story prompted people to donate funds and support pro-life causes. 

I’ve written stories about recovering addicts with a second chance to chase their dreams thanks to programs offered by the Orange County Rescue Mission; young scholars from poverty-stricken areas who are successfully pursuing a college education thanks to the University of the Pacific’s Community Involvement Program; and doctors at Miller Children’s and Women’s Hospital dedicated to helping young children fight life-threatening illnesses.
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In each story, stories about people and their challenges colorfully illustrated the success of programs designed to help them. Personal stories are more compelling by far than stories about things – and they have become a hallmark of my writing for clients in the higher education, nonprofit, and healthcare industries. 

​​This summer I’m celebrating five years as a small-business owner and entrepreneur. I began studying time management to increase my productivity and surprisingly it’s become a hobby I enjoy.

Time-management suggestions rooted in research are especially vital in the “gig economy”, which rewards high output, creativity, and mindful work.

It’s gratifying that scientists are discovering new ways to help us do more in less time. Feeling good physically, emotionally, and spiritually is an impressive side effect.

Following are suggestions based on research as well as some of my own secrets to tweak your routine to improve efficiency, be more productive, and integrate balance into your life.

What Scientists Know
Dr. Michael Breus’s new book, “The Power of When,” is based on the premise that there are good and bad times to do everything in your life. Adapting your schedule to your rhythms and preferences makes you more productive.
Thankfully, independent workers can adjust their work life to suit their preferences as night owls or early birds.

Change Your Habits
Pulitzer-Prize-winning reporter Charles Duhigg spent a number of years researching the power our habits have over us. Duhigg discovered that people perform better when they adopt new habits rather than trying to change their old ones.

When you experience rewards for your new habit, the neurological pathway thickens and the next time, becomes even thicker. The thicker the pathway, the easier it is for impulses to travel down it.

So, learning new and more efficient ways of doing business, provides us with immediate rewards.

Try New Ways to Schedule Your Time
Writing down your goals and reading them every day – or more than once a day – ensures you will stay on track.
With that in mind, colleagues have suggested two methods of tracking time and controlling busy schedules that I’m integrating into my daily routine – and I’ve experienced early success.

The Time Flip is an ingenious cube that you label with various activities and merely turn when you switch to another task. The Time Flip is synced with your smartphone or computer to provide the corresponding hours you spent on each task, thus making monthly invoicing a snap.

A new-to-me calendaring system is called Planning Pad. It operates on a pyramid-shaped structure, with your goals on top, followed by measurable objectives, and filtered down to a daily schedule. Various sizes and formats are available; I chose the spiral-bound, 8.5-by-11-inch format and have put the Planning Pad into a pretty, turquoise-colored binder.

The Pomodoro Method
You work hard. You deserve a break! It’s easy to burn yourself out if you try to work at full throttle all day long. For optimal productivity try the popular and praised Pomodoro technique: Work for 25 minutes, then give yourself a five-minute break. Sometimes you don’t realize that much time has passed and you choose to keep working.

Respond Right Away
If you make a habit of responding to phone messages and emails right away – and writing things down when they happen – you’ll eliminate the fear of forgetting.

This is a habit I’ve had since my newspaper days and it works. I rarely forget to check back with a source or schedule a follow-up appointment, provided I’ve put a tickler into my calendar on the proper date. It’s a simple enough habit and one that leads to more business.

Add Exercise, Meditation and Walking to Increase Productivity
Movement stimulates productivity. And, I have discovered, increasing amounts of exercise, a commitment to eating well, improving the quality of sleep, and paying attention to healthier habits have actually helped increase my work productivity.

It’s a time-honored tradition: Albert Einstein walked the mile-and-a-half from his home in Princeton, where he taught classes, and was known to lecture as he and his students walked the campus grounds.

Henry David Thoreau wrote in his journal that walking made him more productive: “Methinks that the moment my legs begin to move, my thoughts begin to flow.”

Consider yoga, which increases stamina and develops balance and coordination while promoting meditation and mindfulness. Or try Tai Chi, which offers calm, meditative action paired with moves that are guaranteed to improve your balance and stability.

Think about walking or running. Individual exercise allows you to focus on your breathing, listen to the music of your choice, and enhances mindfulness. It also gives you a break from other people and their expectations and lets you exercise in peaceful surroundings, should you choose to do it at a regional park or even, like me, a cemetery.

How about a regularly-scheduled exercise class? Group activities can provide important social interaction for those of us who work alone. Zumba is popular because it combines catchy, upbeat music with fun dance moves.

Sleep on it.
We recognize that we absolutely need sleep to be productive. Don’t fall into the trap of staying up later thinking you’ll get more accomplished – lack of sleep will make you useless the next day.

Researchers say losing one night’s sleep is equivalent to trying to function when we drink too much. Consider these scientifically proven suggestions for getting a good night’s sleep:
* Lower the room temperature; a chilly room is conducive to sleep.
* Use deep breathing or a use a rhythmic breathing pattern.
* Get on a schedule.
* Practice yoga, meditation, and mindfulness. If you are ‘in the moment’ you can’t worry about the past or plan for the future.
* Do not look at your clock.
* Experience both daylight and darkness. Getting some sunshine during the day helps your body adjust when it’s time for sleep.
* Avoid naps during the day.
* Watch what and when you eat.
* Listen to soothing music.
* Exercise daily.

Seize the Day!
Practicing mindfulness means eliminating time-wasting meetings and useless routines. GoToMeeting, Skype, WhatsApp, or free conference-calling software replace face-to-face meetings and save time, money, and mileage costs.

Reward yourself.
Pay special attention to your own comfort. Take an hour for yourself. Read for pleasure, sit on your patio for a few minutes enjoying the fresh air, play with your dog, or call your best friend. Small indulgences motivate you when you’re back at your desk.

Be happy.
As Winston Churchill said, “The positive thinker sees the inevitable, feels the tangible, and achieves the impossible.” An optimistic outlook goes a long way toward keeping you happy, healthy, and productive. Count your blessings – and seek out the silver linings.

My business was so successful in 2017 that I made more money than I ever thought possible. I worked nearly every day, including weekends and holidays, and in spite of being exhausted, I was thrilled.

In 2018, the year I turned 60, I vowed to pay more attention to my health and less to the bottom line. As a result, I made less than half of what I had earned the year prior. Even so, I had weight-loss surgery, developed into a serious Tai Chi student, and started studying yoga as well.

This year, I’m working to integrate the success of the past two years into a balanced, healthy life. I want to remain focused on my health, because I have about 50 more pounds to lose and I want to be an active grandma when the possibility presents itself. But I also want my business to be as successful as possible.

I’ve surprised myself by developing and sustaining an excellent exercise habit for the first time in my adult life. I’m walking at least 10,000 steps a day. I take both Tai Chi and yoga twice a week and I do cardio and weight-training at the gym at least twice weekly.

Even more surprisingly, I’m finding that fitness is benefitting my work. Yes, I take hours away from the computer every day to exercise. Still, the hours I devote to my writing and editing are more efficient and streamlined. Best of all, I’m happier, calmer, and more fulfilled all around than ever.

It’s puzzling to me, and seemingly counterintuitive, that I can devote fewer hours or labor to produce the same productive output while increasing the quality of my work.

For answers I looked to some of the world’s most well-known writers and scientists. Albert Einstein walked the mile and a half from his home to Princeton where he taught classes, and was known to lecture as he and his students walked the campus grounds.

Charles Dickens, an avid walker, would write each day from 9 a.m. to 2 p.m. and walk for the rest of the day, sometime logging 20 to 30 miles at a time.

Henry David Thoreau wrote in his journal that walking made him more productive: “Methinks that the moment my legs begin to move, my thoughts begin to flow.”

Writing on Medium.com, Debby Germino discusses her participation in the 30-Day Stoic Challenge. The hour-long walk that was part of the challenge became a habit that offers her joy and contemplation, Germino says, and became something she looked forward to every evening.

I have found that my body is happy to be engaged in movement again. After years of debilitating arthritis, my joints are strengthening and growing less painful as I move them regularly. My cholesterol level and blood pressure are both normal, I’m off all my diabetes medications, I’ve lost 80 pounds, and I’m only taking a couple of pain pills a day, down from eight.

To say that daily walking and exercise have benefitted my health is a no-brainer. But I am convinced that movement has improved everything, from my relationships to my professional life. My work flows better, I’m sleeping more, and I find my emotions are well-balanced. The time outside, away from devices helps me to focus and approach my projects with a clear mind.

If you are stuck in a sedentary job like I’ve been for so many years, I urge you to find a way to integrate regular exercise into your life and make it a habit. Even if it weren’t a big part of my weight-loss journey, I’m convinced regular movement has improved everything in my life. I know it can do the same for you.

Sooner or later, every business owner will face a slowdown in work.

Whether it’s clients retiring or going out of business, or even a nationwide economic downturn, what can you do to stay motivated when the phone isn’t ringing, and no new business is coming in?

There are two ways to look at this: One is to relax and enjoy your time off because you may not have the opportunity anytime soon; the other is to capitalize on your free time and do all the things you can’t normally get to when business is booming.

Tackle long-neglected tasks
If you decide to use the time productively, you might want to tackle all the mundane tasks you normally set aside, including updating your website, backing up your work to external hard drives, designing fresh business cards, or creating a new pricing structure.

Consider upgrading your computer, your internet provider, your modem and router, or purchasing a new smartphone or tablet to allow you to work more efficiently. Study new apps that can streamline workflow and track your time wisely. Look at new technology that can make your work life easier, more productive, and more organized.

Boost your networking efforts
Another way to ward off future slowdowns is to double your networking efforts. Publish a blog that includes advice to new people in your industry. Reconnect with past customers you enjoyed working with. Attend a conference or join a professional organization to meet new people in your field.

Another way to extend your networking is to ask advice from colleagues. Do they have hints for building your business? Do they have new ways to hunt prospective business that might also work for you?

If you aren’t already doing so, join a professional organization in your industry and become active as a volunteer. It’s sure to bring more business your way.

Look for work in your own backyard
Inquire with existing clients if there are additional projects you could do for them. Consider checking in with dormant clients to say hello and remind them of your services. Update your e-mailing list to include new prospects and clients.

Cultivate existing clients
It’s easy to take clients for granted, or to acknowledge them once a year at the holidays. Instead, why not sent them small gifts or hand-written notes of thanks for their loyalty? You might also want to develop a small promotional gift that highlights your business and send it to past, current, and inactive clients as well as potential clients.

Once you are certain that your clients are happy with your work and plan to continue with you, ask them for referrals, and get testimonial statements from them to add to your marketing materials.

Beef up your marketing materials
A business slowdown is the perfect time to concentrate on promotional strategies and tactics. Update your LinkedIn profile, begin publishing high-level content on your LinkedIn page that positions you as a thought leader in your industry. Develop a blog about your industry. Send regular e-newsletters to clients and prospects.

Re-educate yourself and stay current in your field
Since you have a little more time on your hands, use it to read the new books published in your field. Stay current by catching up on industry publications and periodicals. Learn new skills through LinkedIn classes, professional webinars, and business podcasts.

There is no time like the present to do all the things you put off when business is busy. By implementing these tasks, your work promises to be as busy as you want it to be – sooner than you think.