You’ve probably heard the joke: “We need another meeting to decide on the upcoming meeting.” So how can we make meetings useful, efficient, and time-saving?
If Part 1 helped you build good habits, then Part 2 focuses on solving the problem of unproductive meetings. The questions raised around meetings in this section will help you rethink how your business operates—right from the early stages. Additionally, Part 2 teaches you how to manage distractions like email and how to keep your work progress on track. Many of the tips shared here can be applied immediately.Ta Huong Thao – Program Coordinator for Capacity Building at KisStartup
7. ASK THESE QUESTIONS BEFORE YOUR NEXT MEETING
– Will you be attending?
– Can this be done online?
– Do we actually need this meeting?
– Is there a clear agenda?
– Can we set a time limit for the meeting?
– Can we check all technical issues beforehand?
8. BATCH SIMILAR TASKS
Instead of checking emails constantly throughout the day, handle them in batches at scheduled times.
Choose three specific time slots per day—one in the morning, one in the afternoon, and one in the evening—to process all your emails at once, spending 15–30 minutes each time.
This strategy doesn’t just apply to email notifications—it can also work for phone calls, social media, and other tasks.
9. HANDLE EMAILS EFFECTIVELY
Follow this process for better email management:
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Set fixed times to check your emails—e.g., 2–3 times per day, 30 minutes per session. Avoid checking first thing in the morning, as it can quickly derail your focus.
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Only open client emails during those designated times.
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Turn off automatic notifications from your email app.
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Set up an auto-reply message letting people know that you only check email three times a day during specific hours.
10. DELEGATE TASKS EFFECTIVELY
Delegating tasks not only helps expand your capacity but also frees up time to focus on high-impact work—reducing the chance of errors and workplace issues.
Start by creating a clear and detailed workflow so anyone assigned the task can execute it well.
Next, test the process: first by following it yourself, then by letting the assigned person follow it.
Always set clear deadlines for delegated tasks.
Finally, check in regularly (via phone or email) to ensure everything stays on track.
11. TAKE BREAKS
Taking breaks is crucial for maintaining productivity. Give yourself time to recharge—whether it's making a cup of tea, having a snack, getting some fresh air, or doing a short stretch. You’ll return to work more energized and focused.
12. DEALING WITH PROCRASTINATION THE RIGHT WAY
It’s time to shift this habit and approach procrastinated tasks with a better mindset.
Start by preparing yourself mentally. For example, if you need to call a difficult client, try visualizing the conversation in advance. Then, imagine the relief you'll feel afterward.
We tend to exaggerate our fears about tasks like these—so tackle them before your mind builds them up further.
13. CREATE A CHECKLIST
There are two main types of checklists. Know which one you need before creating it:
READ – DO
This type works like a menu. You read each item and complete the task step by step as described.
DO – CONFIRM
This one is a bit different. You rely on your memory or experience to complete the tasks, then use the checklist to review and ensure everything has been done.
But remember: creating a checklist is not enough. You need to update it regularly as your processes or requirements change.
You can schedule reminders in your calendar or use apps like Siri to notify you to review and update your checklist.
Image Source: Wall Street Journal
At KisStartup, we understand that startup founders rarely have the time to read full-length books. That’s why we sought a more efficient way to share knowledge—not just recommending books, but offering carefully crafted summaries that capture essential ideas in a concise format.
Thanks to a recommendation from Phan Dinh Tuan Anh, mentor at SME Mentoring 1:1, we found Paul Minors, who provides well-structured book summaries. With his permission, we selected the most relevant titles for entrepreneurs. Our team at KisStartup then read the original versions to ensure their relevance and translated them into Vietnamese.
Throughout 2018, we will share these summaries with you, broken into short sections that take no more than 5 minutes to read each time.
These books were translated by my colleagues at KisStartup:
Ta Huong Thao – Capacity Building Program Coordinator
Mai Pham – Communications and Network Development Coordinator
I hope you find as much value in these books as I have. As Ben Horowitz, the book’s author, once said:
"The hard thing isn’t setting big, bold, audacious goals. The hard thing is having to fire people when you fail to meet them."
If you're determined to build a shared vision, grow into your role as a true CEO, and stay committed to creating value—read on, explore, and apply what you learn.
Nguyen Dang Tuan Minh
Manager & Co-founder of KisStartup
STARTUP COACH – COACHING | STARTUP KNOWLEDGE | STARTUP BOOKS | ENTREPRENEURIAL MINDSET
Tags: 5 Minutes a Day: Startup Books, KisStartup, Effective Delegation, Work Smarter Not Harder, Managing Work and Meetings, Email Productivity
