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9 Ways Highly Successful People Get Ahead With The Mighty Checklist

9 Ways Highly Successful People Get Ahead With The Mighty Checklist
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The checklist is a simple and effective work hack that many professionals use to improve their performance. Whether you are a surgeon, pilot or software developer, checklists make a difference. They are one of the best ways to avoid problems and increase the consistency of your results.

1. They start with developing their expertise

A checklist puts knowledge into a useful form. However, you cannot get started with a checklist until you develop significant experience and knowledge. For example, if you are building a checklist for a monthly report, wait until you have issued the report two or three times before you create a checklist.

2. They recognize the limits of their knowledge

Successful people spend their own money to obtain additional knowledge – that’s a given. However, they also recognize that more knowledge is not the answer to every problem. In many cases, it is important to consistently and correctly apply the knowledge we already have. A checklist is a great way to improve consistency.

Tip: Resource How To Build A Checklist In 6 Steps.

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3. They use the checklist to avoid “dumb mistakes”

Do you know that surgeons sometimes leave medical equipment inside patients? According to the Daily Mail, 870 patients in the United Kingdom had medical items left inside them from surgery between 2005 and 2012. That’s a serious problem! Fortunately, this type of error can be presented with a checklist step like “check all medical instruments are accounted for.”

4.They know about the limits of human memory

The human mind is a powerful resource that enables us to accomplish many of our goals. However, there are limits to our memory. For example, memories with a strong emotional aspect tend to last longer. That means a routine step in a work process – unlikely to have any emotional significance – is more likely to be forgotten. Those exact steps are great candidates to be included on a checklist.

Tip: 12 Simple Ways To Improve Your Memory.

5. They work to avoid the biggest causes of failure.

Successful people understand the value of managing risk. As Richard Branson explains in his autobiography, ““It is only by being bold that you get anywhere. If you are a risk-taker, then the art is to protect the downside.” A checklist is a great way to avoid failures. For example, to prevent problems during travel, make sure to keep a copy of your passport identification page.

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Tip: 5 Great Questions to Ask Yourself After a Failure. If you fail, then you have the opportunity to learn from that experience and avoid that problem in the future.

6. They keep their ego and self-confidence under control

Successful people have a great deal of confidence. Their confidence gives them the ability to make presentations, make sales and get ahead. However, confidence makes it easy to skip important steps and details. A checklist reminds you of the importance of working through the most critical steps for a process, each and every time. For example, a wise security precaution is to change your personal passwords annually – no matter how confident you are about them.

Resource: 10 Ways You Can Do To Build Self Confidence Instantly.

7. They use systems to reach success rather than guessing

Successful people put their trust in systems. Once you find a proven method to achieve a result, why waste time continuing to experiment? A checklist is a great system that can improve performance in all areas of life. For example, you can use checklists to improve your evening routine and your professional presentations (e.g. use a checklist to check a presentation for formatting and consistent design).

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If you are very keen to develop a system with a brand new activity, there are two options. You can do an Internet search for a template or checklist to use. Or you can ask an experienced coworker or mentor to see if they have a checklist that you can use.

8. They know the power of communication in working through problems

According to industry surveys, project managers spend 80% of their time on communication. It is a critical skill for high performance in all areas of life. Rather than make assumptions, successful people verify information and communicate proactively. With checklists, medical professionals often include communication steps (e.g. introduce everyone on the team by name and role). For a recurring activity at work, this approach improves results.

Tip: Find out Ten Ways to Improve Your Communication Skills.

9. They know how to work through conflict to their advantage

Successful people know that conflict is a reality in the workplace. Given that reality, professionals build habits and routines to reduce conflict and resolve conflict after it occurs. For example, a team building checklist could include one team lunch per month to increase social bonding in the team. In addition, connecting around common goals in team meetings tends to reduce conflict.

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Resource: Continue your conflict management education by reviewing this guide to 33 conflict management resources.

Featured photo credit: Checklist/DS355 via flickr.com

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Bruce Harpham

Bruce Harpham is a Project Management Professional and Founder and CEO of Project Management Hacks.

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Published on July 27, 2021

15 Smart Video Conferencing Etiquette Tips to Follow

15 Smart Video Conferencing Etiquette Tips to Follow
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During the pandemic, video conferencing replaced in-person meetings and has now become the standard option for business meetings. Over the past 17 months, most workers have gotten past the video conferencing learning curve with Zoom or Microsoft Teams (or their platform of choice).

But just as with in-person meetings, attention can wax and wane. Some say we’re just not used to staring at ourselves so much on the screen. Instead of fixating on that, try employing smart video conferencing etiquette, or you may risk indiscretions that will flag you as a slacker.

Put the Pro in Professional

After more than a year of fine-tuning, here are the new rules of video conferencing etiquette.

1. Mute Your Mobile and Other Devices

The first video conference etiquette you need to know is muting your other devices. Just as in the pre-COVID days, someone’s obnoxious ring tone blaring Taylor Swift’s newest single in the middle of a meeting is also an annoyance if it happens during a Zoom meeting and so is the inevitable fumbling to turn off the sound. Even the apologies to the group get tiresome.

Also, when notifications are activated on the computer that you’re using for the meeting, the incoming message takes over the audio and you’ll miss out on snippets of the conversation. Be sure to eliminate this possible faux pas.

2. Dress the Part

While working from home, you may have fallen into the habit of slipping on your comfiest T-shirt each day. Hey, no judgments! But before you log on to your video conference, try to make an effort with your appearance.

Depending on your company culture and the importance of your meeting, consider dressing the part of the professional whom you wish to project. It will help you feel more self-assured, and others will likely take you more seriously.

For women, wear light make-up, put on earrings, and make sure your blouse is crisply pressed. For men, show up freshly shaved. Wearing a crisp collared shirt in a solid color will usually suffice.

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Pro Tip: Stay away from wearing white or black, unless those colors look great on you. Consider wearing light blue or brown instead.

3. Stage Your Workspace

Have you noticed the backdrops of experts interviewed on news shows? Bookshelves and photographs are carefully curated, and no busy-patterned furniture or artwork is in sight.

Take note of what appears behind you when you choose the location of your video conferences. Piles of junk mail on the table or stacks of folded laundry on the couch will convey more about your personal life than you care to share. Make sure you remove clutter from the camera’s eye, and present a tidy, orderly workspace to your colleagues, coworkers, and bosses.

4. Put Some Thought Into Lighting and Perspective

Be aware that in a video conference, your computer camera can actually make you look up to ten pounds heavier depending on where you sit. But you can easily drop those added pounds by moving back from the screen to diminish the wide-angle distortion.

Frame your head on the screen by tilting the screen up or down. Also, it’s best to not place yourself in front of a window or bright light, which makes you appear in shadow. Instead, face the light source, moving it (or yourself) until you have a flattering amount of illumination. You can also purchase some small spotlights that allow you to add light as needed.

Pro Tip: If your lights add too much redness to your skin, consider counter-balancing with a green filter.

Remember That Half of Life Is Showing Up

5. Arrive on Time

In the old days of in-person meetings, it was nearly impossible to slip in late into a meeting unnoticed. In today’s video conferences, logging in late still shows poor form. Instead, strive to arrive five minutes early and get yourself settled.

Once the meeting is underway, the host may be less attentive about late arrivals waiting to be let in. Diverting the host’s attention away from the meeting with a tardy entry request is the ultimate giveaway that you didn’t honor the schedule. If you don’t want a black mark against you, log in on time.

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6. Turn on Your Video

Few people like to see their face on the screen, but buck up and turn on your camera in video conferences. In most cases, it’s better to be a face on a screen than a name in a blank square. Your statements will be more memorable when other meeting attendees can see you.

If you need to turn off the video, either because of a poor connection, some commotion in the room, or a need for a quick break, give a short explanation via the chat feature. Then, go back on video as soon as you’re able.

Pro Tip: Keep your explanation for your departure pithy. “Sorry! Doorbell rang. Back in five” says it all. Be sure to honor what you say in chat and really do return in five minutes.

7. Plan Ahead Before Sharing Your Screen

Don’t be one of those people who makes everyone else wait as you click through folders in search of a document. That’s just poor video conferencing etiquette. If you know you’ll need to share a document or video on your screen, prepare by pulling it out of its folder and onto your desktop. Also, clean up the files and folders on your desktop to reduce clutter and facilitate easy access. Close other programs like chat, calendar notifications, and email. Disable pop-up notifications to ensure there’ll be no unforeseen distractions.

Be sure to remind the host before the meeting that you’ll need them to activate the screen-sharing function. Show courtesy once you’re finished by hitting “stop share” to return to the screen with participants.

Attend to the Pesky Details

8. Make Sure That Meetings Remain Right-Sized

With the easy accessibility of video conferencing, it can be tempting to extend the meeting invitation beyond the core group and include everyone peripherally involved in a project. But just as with in-person meetings, the more people involved, the more unwieldy the meeting becomes.

Use good judgment when asking others to sit through a video conference so that you don’t needlessly take up others’ time and so that participants can be fully engaged.

9. Remember to “Unmute” Before You Speak

Most of us are likely able to count on one hand the number of video conferences when someone didn’t have to be reminded, “You’re on mute!” Forgetting to unmute before speaking has become one of the most common missteps in video conferencing.[1]

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Show everyone your impeccable video-conferencing poise by managing your mute feature with flawless control.

10. Stay on Point to Keep the Meeting Length in Check

As with in-person meetings, an agenda with assigned time limits for discussions remains necessary to keep a meeting focused. Data shows, however, that video conferencing can actually reduce meeting time.[2] Reasons include the elimination of commuting time and the ability to screen share and annotate to keep everyone on task.

Additionally, side conversations are virtually impossible with video conferencing now that you can no longer have back-and-forth exchanges with the person beside you.

Pro Tip: If you’re running the meeting, let attendees know in advance the protocol for the chat feature. Is it okay for them to “chat among themselves” or not? (See point 11, as well.)

Talking Has a Time and a Place

11. Chat Appropriately

Just like side conversations or texting in an in-person meeting, the use of the chat feature during a video conference can be disrespectful unless it’s directed to all participants. Hence, it’s good video conferencing etiquette to mind your use of the chat.

At the start of the meeting, you may want to ask the host if it’s alright for participants to use the chat feature. This allows them to disable it if they choose. Used appropriately, it can be a helpful tool to clarify or amplify an earlier point once the conversation has moved on or to let the group know that you need to sign off early (and why).

12. Use the “Raise Hand” Feature to Avoid Interruptions

The slight lag in many video conferences can result in speaking over another person if you attempt to jump into a conversation. To avoid this awkward interruption, indicate when you have something to add to the discussion with the raise-your-hand feature that signals the host you would like to speak. This effective meeting management device makes video conferencing run more smoothly, especially with a large group, but it must be activated and monitored by the host.

Pro Tip: For meetings of six to ten people, sometimes the old-fashioned raising of your physical hand may be the best option. But it’s up to the meeting host. Ask them what they would prefer, and follow that.

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13. Don’t Record the Session or Take Photos Without Prior Permission

In this case, not sharing is caring. The “sharing culture” made popular through social media has little place in video conferencing. Before recording a meeting or capturing a screenshot of the participants, always ask for consent in advance from the full roster of attendees. Knowing that a video conference will be photographed or recorded could have a bearing on what others are willing to discuss.

Manage Yourself

14. Minimize Distractions

While de-activating audio and video features can keep distractions from affecting the other participants, you will need to manage noise and disruptions on your end to give your full attention to the meeting.

Move out of high-traffic zones in your home, keep your door closed, and ask family members to be considerate.

15. Save Snacking for Later

Save snacking for later—or earlier. Eating while on video conference is a no-no. Munching in front of the group while close to the camera—as you are when video conferencing—subjects the participants to an up-close and (too) personal view of your food consumption process.

However, it’s perfectly fine to sip quietly from a glass of water or cup of coffee or tea. If the meeting threatens to last for more than two hours, you may want to ask the host in advance to schedule a five-minute break at the halfway point.

Final Thoughts

Even though bosses are now beginning to ask workers to spend some of their workdays on-site, up to 80 percent will permit employees to work remotely at least part of the time, which means more video conferencing in your future.[3] Mastering these video conferencing etiquette tips will help you dial in—as well as dial back—your participation and demonstrate your unwavering level of engagement to the team.

Featured photo credit: Chris Montgomery via unsplash.com

Reference

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