The only hack I use to never show up to a meeting unprepared

If you’re anything like me, you have a lot of meetings all week. Maybe you have a one-on-one with one of your key team members. You may meet potential or current suppliers. And you can have a few select sales or customer conversations. Meetings quickly add up and it’s easy to lose track of what each meeting is about. Even with a heavy meeting schedule, there’s one trick I use to never show up to a meeting unprepared.

All in all, it’s important to mention personal assistants and how valuable they can be in helping you get to grips with your schedule and schedule in general. My assistant knows my scheduling preferences. If I left it to others to invite me to meetings, my calendar would quickly become a huge mess and my daily focus time would no longer exist. So having her there to plan things for me saves a huge amount of time. This leads me to my hack.

She and I have a “ghost” system of scheduling. As an example of how it works, last week I gave an hour and a half presentation about finding and hiring a personal assistant for his corporate group, which was organized as a simple event in my calendar. His assistant emailed the calendar invitation and I accepted. But instead of putting that one event on my calendar, I had two in the same time frame. My assistant and I have what’s called a master appointment and a ghost appointment.

What is the difference? The first calendar invite is a shared appointment sent by the meeting organizer. This is the kind of gathering that everyone is used to seeing. The ghost appointment is the same appointment, but it’s just for my eyes. My assistant calls it “GHOST” and coordinates the color for me so it’s clearly delineated from the original shared appointment. I know when I see GHOST and the same meeting details that there is sensitive or additional information that I may need for the meeting. This could be things like participant or host bios, meeting minutes that I want to share during the call, details about a potential supplier, etc. This simple hack makes it so easy for me to stay organized and never arrive unprepared for a meeting. appear — all my notes are in one place.

So whether you have a personal assistant (which I highly recommend) or manage your calendar yourself, this simple hack can help you stay organized and stay ahead of the competition during all your business meetings.

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