Working through Meeting Intensive Days

An Insight into Managing Meeting-Intensive Days

Recently, I had an enlightening 1:1 with one of our young designers. They asked, "After a day filled with back-to-back meetings, I'm exhausted. How do you handle this, given most of your days are meeting-heavy?"

This scenario is common for many of us managing large teams and products. Here are some strategies I've developed to thrive when meetings dominate your schedule:

1. Mindset Shift: Recognize that meetings are work too, especially in large organizations. As a young designer, I viewed meetings as productivity thieves. Now I understand they're integral to the work process.

2. Calendar Mastery: I structure my day via my calendar, scheduling focus times, breaks, and meetings. I batch tasks and allocate them to ensure time-sensitive work gets done.

3. Pomodoro Technique: I aim for 24 pomodoros daily, equating to 12 hours of intense work. This includes writing, thinking, conversations, tasks, and team interactions. On lower-energy days, I listen to my body and adjust accordingly.

4. Micro-Breaks: Between meetings, I take 3-minute rejuvenation breaks. My toolkit includes:
- Breathwork (sukha kriya, nadhi shuddi, 4-2-5-2 breathing with mudras)
- Quick exercises (e.g., a set of squats)
- Mindfulness practices (breath awareness meditation)
- Short walks (using a walk pad or stepping outside)

5. Deep Listening: During meetings, I practice full engagement without multitasking. If a meeting doesn't align with my priorities, I respectfully decline or leave, communicating my reasons authentically.

6. Efficient Follow-up: I rarely revisit recordings, treating them as equivalent to attending meetings. When necessary, I schedule dedicated time for this.

7. Comprehensive Note-taking: I document discussions systematically, which helps track learning and identify recurring themes for myself and others.

8. Operational Rigor: I maintain high standards in self-management and task execution. This operational excellence keeps work flowing smoothly and maintains quality.

These practices have transformed how I navigate meeting-intensive days, balancing productivity with well-being.

What strategies do you employ to manage your energy during meeting-heavy periods? I'd love to hear your insights!