Tiny boxes on the calendar
TINY BOXES ON THE CALENDAR SCENARIO
If you've been here for awhile or if you're read Expansive Impact (thank you x2), you've likely heard me talk about Tiny Boxes on the Calendar: the thing that happens when our days are so filled with meetings that our calendars become a solid wall of colorful tiny squares.
In a Tiny Boxes on the Calendar scenario, we have little time to eat, use the restroom, think, or do our “real work” - which is pushed to the evenings or the weekends.
We may be double or triple booked at any given moment —in an extreme case, we may call into one meeting via phone while we are simultaneously logged into another via Zoom.
I operated in a perpetual Tiny Boxes on the Calendar scenario for many years, not only in the corporate world but also early in my business, when I had unintentionally recreated this scenario on my own.
Recognizing that this scenario didn't work for me was a first step.
Shifting it has been a continual process ever since.
POSSIBLE SOLUTIONS
A first step was embracing the idea of less but better: in short, not trying to do so many things at any given time.
In addition to this philosophical intention, I have found that there are a few key pieces of technology that have helped to significantly reduce time spent in meetings. The right technology allows us to use asynchronous communication for things that don't need to be meetings, and then meet when it makes sense to do so.
If you, too, are navigating a Tiny Boxes on the Calendar Scenario, looking to reduce the time you're spending in meetings, or looking to create a bit more time to think and work on strategic priorities, here are the handful of tools that have been helpful.
Trello: for keeping track of projects and project-related updates. We use a kanban-style board (backlog, to do, in progress, needs review, and done), and if we tackle something via email, we will typically capture it in Trello (and our operations guide) for future reference. Note: some people prefer Asana, Notion, or Monday - which are also great. I enjoy the simplicity of Trello (and as a visual person, it works well.)
Loom: for recording videos to demonstrate workflows, show progress, or ask questions. Using Loom has the power to significantly reduce meeting times, because instead of meeting live to talk through things, you can simply record a video when it's convenient, and the other person can watch the video when it's convenient. If you're looking to reduce meetings within your own business, team, or organization, you might start by asking: could any of my upcoming meetings be covered via a quick Loom video instead? Bonus: not only is this great for internal communication, but also for external communication with clients. Shout-out to Sara and team for the way you beautifully use Loom with clients - makes reviews such a breeze!
A Shared Email Address: that we can use to access shared accounts and platforms, with a single login and password. Note: this doesn't need to replace individual email addresses but can be used in addition to them.
If you're interested in more on the topic of fewer, better meetings, there is more on the blog, along with a handful of resources to support us along the way.
Is there anything you do that supports you in having fewer, better meetings? If you'd like, feel free to hit reply.
