In today's fast-paced work environment, where back-to-back meetings are the norm, we often overlook a critical element of effective time management: buffer time between meetings.
This practice not only improves our internal productivity but also maximizes the value we deliver to our clients. In this post, we'll share insights on how this simple scheduling adjustment can lead to better client outcomes and service quality.
The Challenge of Back-to-Back Meetings
The conventional approach to scheduling meetings often involves packing them into our calendars without any breaks, typically ending on the hour or half-hour mark. This approach can hinder our ability to remember and act on crucial client details, potentially compromising the quality of service we offer.
Introducing Buffer Time
To counter this, we introduced a new meeting policy: scheduling meetings for 50 minutes instead of an hour, and 25 minutes instead of 30. This simple yet effective adjustment allows for a 10 or 5-minute buffer period, essential time to decompress, reflect, and prepare, ensuring that each client interaction is as productive and meaningful as possible.
Benefits of Buffer Time
- Reflection and Review: Immediately after a meeting, thoughts and ideas are fresh. Utilizing buffer time to review notes and reflect on the discussion can solidify understanding and foster better recall.
- Preparation for Next Meeting: Briefly going over the agenda or key documents for the next meeting can significantly enhance engagement and contribution.
- Mental Reset: Short breaks allow for a mental reset, reducing stress and preventing burnout.
- Handling Urgent Matters: This period can be used to address any urgent emails or messages, keeping you on top of your day.
So the benefits of buffer time are clear and implementing it provides advantages for alle stakeholders in an organisation. But how do you start doing this? Here are some simple guidelines:
Implementing Buffer Time
- Calendar Management: Adjust meeting default settings in your digital calendar to end meetings 10 or 5 minutes early.
- Communicate the Change: Inform your team and colleagues about this new approach and its benefits.
- Discipline in Adherence: Ensure that meetings end on time to respect the buffer period.
- Use the Time Wisely: Encourage team members to use this time effectively, not just as a break but as a productive pause.
Conclusion
Incorporating buffer time between meetings is a simple yet powerful way to enhance the way we deliver value to our clients. It gives us space to manage our work more effectively, ensuring that each client interaction is as impactful and productive as possible.
