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Maximising Meeting Efficiency through Transparent Task Management

Meetings are as common in the corporate world as a cup of coffee in the morning, but all too often, they can feel like a waste of time and energy, leaving us wondering, "Was this really necessary?"A recent survey found a significant 37% improvement in meeting results, and we're here to explore the strategies that underpin this progress.


The Problem with Meetings


Before we dive into the solution, let's look at the most common concerns that affect meetings. A common problem is that many meeting attendees arrive without a clear understanding of the meeting's objective or the anticipated results, leading to participants' confusion and a lack of focus. These ineffective meetings can waste time and reduce productivity. Passive attendees who do not actively contribute to talks may result of a lack of involvement. Therefore, vague follow-up practises may leave participants uncertain about the next steps post-meeting.


To address these issues, it's essential to define clear meeting objectives in advance and communicate them to all participants. Creating structured agendas, promoting pre-meeting preparation, and facilitating discussions effectively are essential steps. Leveraging technology tools, such as meeting management software and collaborative platforms, can streamline the process. Assigning specific outcomes with clear roles and timeframes helps effective follow-up. Seeking feedback and regular cheque-ins into the routine can help to increase meeting effectiveness over time.


Making Use of Transparent Task Management


One of the most remarkable effects of transparent task management is the enhanced accountability it brings to meetings. When action items are clearly identified, assigned to specific individuals, and recorded in a way that's visible to all participants, it becomes evident who is responsible for what. This transparency eliminates the "I thought someone else was handling it" excuse that often crops up during meetings.


Leveraging Tools like OneNote


Microsoft OneNote serves as a powerful tool for tracking action items. During a meeting, all attendees can see action items listed in OneNote, along with their assignees and due dates. This transparency helps to foster accountability within the team. When a task is assigned, a checkbox can be marked, and this serves as a visual indicator of task progress. Attendees can see who has taken ownership, and this can be a powerful motivator for task completion.


Here are some key ways in which you can benefit from using OneNote:


• Centralised Note-Taking: OneNote provides a central hub where you can record, organise, and save all of your notes, ideas, and information. This eliminates the need for many physical notebooks or digital note-taking apps, making it simple to locate and reference your notes.


• Structured Information: It provides a flexible notebook, section, and page system. You can make notes for specific tasks, subjects, or objectives. You can create sections to categorise your notes and pages to organise content properly within these notebooks.


• Rich Media Support: With the ability to incorporate text, photographs, audio recordings, and even handwritten notes, OneNote caters to a wide range of tasks, from meeting minutes to visual brainstorming.


• Powerful Search: OneNote's robust search functionality allows you to find specific information within your notes, even within images and handwritten notes, making information retrieval quick and easy.


• Collaboration: OneNote offers collaboration features that enable multiple users to work on the same notebook simultaneously. This is very helpful for team projects because it allows team members to share and update notes in real time.


• Integration: OneNote seamlessly integrates with other Microsoft Office applications like Word, Excel, and Outlook. You can easily export content to these applications or import data from them into OneNote.


• To-Do Lists and Task Management: It has built-in task management features that enable you to create to-do lists, set reminders, and track your progress. You can turn your notes into actionable items, helping you stay organised and productive.


• Security and Privacy: It offers robust security features, including password protection and encryption, ensuring the privacy and safety of your sensitive information.



Maximising meeting efficiency through transparent task management is more than a goal; it is a necessary change toward a more productive and focused work environment. Imagine the convenience of tasks assigned during a meeting seamlessly flowing into your Outlook task lists. This dynamic feature transforms your email and calendar environment into a task management powerhouse. It means that you can manage your to-do list right where you schedule your meetings and cheque your emails. This isn't just about streamlining processes; it's about making it second nature to act on meeting outcomes. When you can effortlessly convert discussions into action items in your preferred work environment, the chances of tasks being completed on time skyrocket.





At Priority Management New Zealand, we understand the importance of working smart and efficiently. Our training programmes leverage tools like OneNote to help you unlock your productivity potential. We invite you to explore our training programmes and discover how you can enhance your productivity and efficiency while working smarter. Let's make every meeting count and turn every task into a step toward your goals.


Contact us to maximise your productivity!


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