Learn | Do | Become

[PODCAST 317]: Quick Post-Meeting Processing Party

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Quick Note: You can click “play” above for the podcast version, skim the written version below, or watch the video version on YouTube by clicking here!

Eric and I had our morning meeting today, and a lot of little tasks came out of it. I felt overwhelmed for half a second, and then I remembered all I need to do is use my STEP System!!! So I want to walk you through what I did.

Here’s the list of tasks and how I handled each one:

  • Coordinate dinner with a group of friends who reached out (I just needed to set a date). This was a 2-minute task to review my calendar, pick a good time/day, and send a group text to see if it would work.
  • Measure for signs for a new community resource center. The measuring tape is by the garage door, ready for me to take it tonight. I set an alarm on my phone to remind me to grab it on the way out.
  • Get a flyer made with a QR code to advertise our free classes and volunteer opportunities. I’ll work on it Sunday afternoon, so I made a calendar reminder in Asana.
  • We need to type all of our volunteers’ information into the database. We’re in the process of building our team, so I’m trying not to do everything myself, but in this case, I can also work on this Sunday morning. Added it to Asana.
  • Each volunteer needs to complete a background check and safety training and submit it to the city, who will then print a badge for each person, which my husband and I are planning to pick up the evening we open the Community Resource Center. I already emailed the links and instructions. I sent a voice memo to follow up with a couple of students who are helping, set calendar reminders to follow up via text next week, and set a calendar reminder to pick up the badges the day before we need them.
  • We also need signs to hang on the doors for the variety of classes and a sign-in process. I added that to my calendar to work on it next Tuesday, when I have some time and it’s enough of a buffer that, if needed, I can print my own and use painters’ tape.
  • All volunteers need to log service hours. Emails need to be in the database first, then they need to be reminded to log them regularly. We’re still getting set up, so I added a note to remind people (when I send the other paperwork reminder) to track their service hours on a digital note or piece of paper for now, and then I have a “next in line” project to set up logging hours as a routine.
  • We need to set up a contact email. Again–another semi-quick task, but I can group it with my other work on Sunday.
  • We also need to print large QR codes to carry with us, directing people to the website. I added this to my Sunday list because then I can group a bunch of tasks related to this project.

    • Once all of these were safely in my Command Central, I just moved on with the other things I had planned for the day! It gave me such a lift, and it gives me confidence–knowing that even when a lot depends on me, I can organize the information appropriately so my mind and body can feel calm.

    I hope this helps! If you have any questions, please leave them in the comments!

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