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6 Item Checklist for Running Impressive Meetings

6 Item Checklist for Running Impressive Meetings

In 2006, I was elected President of the spanish chapter of Entrepreneurs’ Organisation, a volunteer-led organisation for successful entrepreneurs. Honestly, I was a mix of emotion: both proud of the honour; but nervous that I would not be capable of leading the group.

Our first board meeting was chaos. There was a paper agenda, but I failed to keep people focussed on the agreed discussions. Each board member would throw their own opinion in for every small point. We spent almost 4 hours sucked into petty administrative details. It was tiring.

I learnt over the next 3 months that my way of running meetings was not effective. It was not only that we were not agreeing and taking decisions, we each left the meeting less motivated than when it began. This was a volunteer board.  If I had been one of the board members back then, I would have skipped as many meetings as I could.

“That’s it, I don’t need this crap. I am going to Quit”

I was on the verge of resigning the presidency, and of resigning as a member due to my frustration. I said to myself “I am paying for this, I am frustrated and members are blaming me for every little thing that doesn’t work out”.

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I attended a training session for new chapter presidents run by a wonderful Canadian entrepreneur. She began the training “There are two types of people in this room: the first have had a mission to become chapter president for years, have conducted a campaign with a clear manifesto, bring a team and are now celebrating the achievement of a multi-year goal; the second…  went to the bathroom at the wrong moment and came back to find that they had been nominated for president…  and still feel that they didn’t really ask to be in the role.”

She paused while we laughed “I don’t care which is your path. But you have a clear choice to make… You can spend the next year saying that you didn’t really choose this; or you can decide to make the role your own. This training is for those who chose to make the role their own.”

She got me. I knew that I was the “bathroom-at-the-wrong-moment” president, not the multi-year campaign. I knew I was waiting for others to step up and make things fun. I knew that I had abdicated any real responsibility for the role to others. I made a decision in that moment to go for it. I decided I had nothing to lose. I had mentally decided to leave the organisation, resign my role – so there was no “risk” to me if I decided to make things run “my way”.

Over the next 2 years, I learnt how to run meetings that get volunteers engaged, proud, active and delivering big results. What works for volunteers also works for corporates, universities and professional associations.

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The Golden Rule of Leading Anything

It is always the leader’s responsibility. If you lead a meeting and it is not fun, it is your responsibility to act. If somebody comes unprepared, it is your responsibility to act.  It does not matter whether you wanted to be the leader or did not want to be the leader; it does not matter whether the others are older, richer, wiser, better looking, sexier or taller: your role comes with full responsibility.

If you don’t accept the Golden Rule, go play tetris or candy crush. Don’t bother with the rest of this blog post.

The 6 Item Participant Checklist for Impressive Meetings

1. Participants Felt Heard

My girlfriend is brilliant at this. I can come home and rant about something stupid that happened at work. She listens. She listens without adding her judgement. Often, my rants are idiotic. (I think she knows…  She doesn’t say.) She isn’t aiming to fix me. She accepts that I am saying that I am frustrated, that something unexpected happened. After about 2 minutes of feeling heard, I realise that I am ranting and I let it go.

2. Participants Leave Energised

An hour of talking about problems is not an engaging hour. What inspires us? Big dreams. Great locations. People’s life stories. Progress. Celebrating small wins. Recognition of good efforts. A big bureaucracy trades in problems. A volunteer organisation trades in the gift of people’s time.

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3. Participants Leave with New Perspectives

John D. Rockerfeller, the richest man in the world back in the 1850s, was famous for his ability to look like he was almost asleep in a meeting… and then suddenly sit forward and ask a question that changed the whole dynamic of the discussion. A meeting leader is not the one with the best answers, a leader is the one with the best questions.

4. Participants are Proud to be Part of the Team

What teams are you proud to be part of? Teams that stand for something. I am proud to be a member of Barcelona Football Club. I love the values of teamwork that I see displayed on the field. I am proud to be part of Entrepreneurs’ Organisation because I am encouraged to dream bigger, to contribute more deeply. I am proud to be part of teams that are encouraging individual members to be the best version of themselves.

5. Participants Have Access to Necessary Resources

I had an interview back in 2005 with Sequoia Capital for a role leading the European division of a global insurance claims processing company. The founder explained their golden rule: if somebody fails to achieve a goal, we place 90% of the blame with their boss. There are only 3 reasons why somebody fails to achieve a goal:  1. they were not clear on the goal (bosses fault) 2. they didn’t have access to the resources necessary (boss fault) and 3. they were not motivated (50% their fault, 50% boss fault).

6. Participants Have Desire to Deliver on Specific Actions

Two parts to this one: desire and specific. Nothing is a greater waste than giving a vague action to a person who sees no purpose to the action. As a leader, you must work to help people see how they personally and professionally can benefit from the action. As a leader, you must work to ensure that the individual understands exactly what success will look like and how they can take the steps necessary.

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The Choice you Must Make, The Golden Rule

Whether you became leader by deliberate action or by accident; whether you conducted a multi-year campaign or left for the bathroom at the crucial moment – you have a choice: wait for a magically sign from the sky or take responsibility now to change things that you do not love. The Golden Rule: If you don’t like it, remove it, change it or step down as leader.

Featured photo credit: Stéfan via flickr.com

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Conor Neill

Professor of Leadership, President Vistage Spain

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Last Updated on December 10, 2019

5 Smart Reasons to Start Journal Writing Today

5 Smart Reasons to Start Journal Writing Today

Here’s the truth: your effectiveness at life is not what it could be. You’re missing out.

Each day passes by and you have nothing to prove that it even happened. Did you achieve something? Go on a date? Have an emotional breakthrough? Who knows?

But what you do know is that you don’t want to make the same mistakes that you’ve made in the past.

Our lives are full of hidden gems of knowledge and insight, and the most recent events in our lives contain the most useful gems of all. Do you know why? It’s simple, those hidden lessons are the most up to date, meaning they have the largest impact on what we’re doing right now.

But the question is, how do you get those lessons? There’s a simple way to do it, and it doesn’t involve time machines:

Journal writing.

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Improved mental clarity, the ability to see our lives in the big picture, as well as serving as a piece of evidence cataloguing every success we’ve ever had; we are provided all of the above and more by doing some journal writing.

Journal writing is a useful and flexible tool to help shed light on achieving your goals.

Here’s 5 smart reasons why you should do journal writing:

1. Journals Help You Have a Better Connection with Your Values, Emotions, and Goals

By journaling about what you believe in, why you believe it, how you feel, and what your goals are, you understand your relationships with these things better. This is because you must sort through the mental clutter and provide details on why you do what you do and feel what you feel.

Consider this:

Perhaps you’ve spent the last year or so working at a job you don’t like. It would be easy to just suck it up and keep working with your head down, going on as if it’s supposed to be normal to not like your job. Nobody else is complaining, so why should you, right?

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But a little journal writing will set things straight for you. You don’t like your job. You feel like it’s robbing you of happiness and satisfaction, and you don’t see yourself better there in the future.

The other workers? Maybe they don’t know, maybe they don’t care. But you do, you know and care enough to do something about it. And you’re capable of fixing this problem because your journal writing allows you to finally be honest with yourself about it.

2. Journals Improve Mental Clarity and Help Improve Your Focus

If there’s one thing journal writing is good for, it’s clearing the mental clutter.

How does it work? Simply, whenever you have a problem and write about it in a journal, you transfer the problem from your head to the paper. This empties the mind, allowing allocation of precious resources to problem-solving rather than problem-storing.

Let’s say you’ve been juggling several tasks at work. You’ve got data entry, testing, e-mails, problems with the boss, and so on—enough to overwhelm you—but as you start journal writing, things become clearer and easier to understand: Data entry can actually wait till Thursday; Bill kindly offered earlier to do my testing; For e-mails, I can check them now; the boss is just upset because Becky called in sick, etc.

You become better able to focus and reason your tasks out, and this is an indispensable and useful skill to have.

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3. Journals Improve Insight and Understanding

As a positive consequence of improving your mental clarity, you become more open to insights you may have missed before. As you write your notes out, you’re essentially having a dialogue with yourself. This draws out insights that you would have missed otherwise; it’s almost as if two people are working together to better understand each other. This kind of insight is only available to the person who has taken the time to connect with and understand themselves in the form of writing.

Once you’ve gotten a few entries written down, new insights can be gleaned from reading over them. What themes do you see in your life? Do you keep switching goals halfway through? Are you constantly dating the same type of people who aren’t good for you? Have you slowly but surely pushed people out of your life for fear of being hurt?

All of these questions can be answered by simply self-reflecting, but you can only discover the answers if you’ve captured them in writing. These questions are going to be tough to answer without a journal of your actions and experiences.

4. Journals Track Your Overall Development

Life happens, and it can happen fast. Sometimes we don’t take the time to stop and look around at what’s happening to us at each moment. We don’t get to see the step-by-step progress that we’re making in our own lives. So what happens? One day it’s the future, and you have no idea how you’ve gotten there.

Journal writing allows you to see how you’ve changed over time, so you can see where you did things right, and you can see where you took a misstep and fell.

The great thing about journals is that you’ll know what that misstep was, and you can make sure it doesn’t happen again—all because you made sure to log it, allowing yourself to learn from your mistakes.

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5. Journals Facilitate Personal Growth

The best thing about journal writing is that no matter what you end up writing about, it’s hard to not grow from it. You can’t just look at a past entry in which you acted shamefully and say “that was dumb, anyway!” No, we say “I will never make a dumb choice like that again!”

It’s impossible not to grow when it comes to journal writing. That’s what makes journal writing such a powerful tool, whether it’s about achieving goals, becoming a better person, or just general personal-development. No matter what you use it for, you’ll eventually see yourself growing as a person.

Kickstart Journaling

How can journaling best be of use to you? To vent your emotions? To help achieve your goals? To help clear your mind? What do you think makes journaling such a useful life skill?

Know the answer? Then it’s about time you reap the benefits of journal writing and start putting pen to paper.

Here’s what you can do to start journaling:

Featured photo credit: Jealous Weekends via unsplash.com

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