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Huddle up; Meet well

Huddle up; Meet well

While it is easy for me to remember scores of boring staff meetings, when it came to be my turn to run them and I learned to do them right, I loved ‘em.

Mostly because it was far easier to mobilize the troops in one meeting versus 8 to 10 individually held conversations, and it was a golden opportunity to make collaborative decisions versus arbitrary or dictatorial ones. When the expectation was clear that we were going to end the meeting having achieved a collaborative result, staff meetings ended up to be extremely useful and productive. They actually saved time.

The time I devoted to individual one-on-one meetings could then be highly focused and personalized. One-on-one meetings are for talent and strength coaching, for individual project delegation, and especially for the Daily Five Minutes.

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In my coaching practice, executives will ask me for ideas on bringing new life to their regularly scheduled meetings, and these brainstorming conversations centered on their current focus and objectives turn out to be pretty energizing for both of us: They get excited about the possibilities of what can actually occur, and I’m able to get more of the clues I need in coaching them toward leadership breakthroughs specific to their business. Fun stuff, and as leaders we can do the same thing; orchestrate the way meetings occur through-out our organizations, by coaching our junior managers how to enliven them.

Meetings are your opportunity to take advantage of having a captive audience, so just ask yourself, is that what do you? When you consider meetings your chance to reach agreements faster and with complete buy-in, you can amaze yourself with how creative and far-reaching you can get in their actual execution.

Business meetings are like all other business processes: They have to result in something if they are to prove useful, and worth the precious time of the people sitting in the room.

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How can you ensure that every single meeting you hold is productive, and everyone looks forward to them as much as you do? (Okay, as I did and as you will.) By setting yourself up for success every time. Here is a 5-Point Plan for better meetings:

  1. Prepare and plan them well. Meetings should be premeditated and result-oriented. As Stephen Covey said so well, “Begin with the end in mind.” Take time to debrief, so you can continually improve as a facilitator.
  2. Don’t get so ambitious that you can’t walk out of the meeting with some definitive result. This is a 5-point plan, not 5 points on the agenda. I would ask my managers to end each meeting they ran with 3 minutes writing time for discussion result notes on 3 take-aways each participant would translate to action steps.
  3. Keep meetings as short and as focused as possible. Concentrate the energy, don’t drain it. Increased meeting frequency may be better: Repeated zingers are far better than laborious operations. Use them like huddles in a football game: Huddle- win point. Huddle- go for the next win.
  4. Get everyone there to weigh in and participate in some way —if you don’t see that happening for certain people, coach them on what is expected. Or don’t invite them; the meeting scope may have changed, but you’ve all been on auto-pilot with them. There must be a reason for people to be there: Observing is not good enough. No bench warmers. Validate your Rules of Engagement.
  5. If the first four things are not virtually guaranteed, especially the degree of your preparation as facilitator, postpone or cancel the meeting. Don’t sabotage your efforts by allowing any poorly-run meeting to be the bad apple souring the reputation of the barrel.

Number 5. is probably the best advice I can give you. It must become part of your company culture that you only hold productive, result-targeted meetings, or not at all.

If these five points happen with every meeting you hold, there will be an entirely new level of excellence in your group-think and in your team initiatives. More will be brought to the table because the effort is well worth it and contributions are valued. Potentially explosive ideas will no longer die unspoken. Getting invited to meetings will actually be thought of as perks.

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Have a meeting. Get something done. Enjoy the experience.

All three phrases do belong together.

I love meetings.

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Referenced Articles:

Rosa Say is the author of Managing with Aloha, Bringing Hawaii’s Universal Values to the Art of Business and the Talking Story blog. She is the founder and head coach of Say Leadership Coaching, a company dedicated to bringing nobility to the working arts of management and leadership. For more of her ideas, click to her Thursday columns in the archives; you’ll find her index in the left column of www.ManagingWithAloha.com

Rosa’s Previous Thursday Column was: Don’t Just Add; Replace. Own the 100%

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Last Updated on December 16, 2018

12 Simple Ways You Can Build A Positive Attitude

12 Simple Ways You Can Build A Positive Attitude

We all look for a better and happier life, but somehow we realize it’s our attitude that makes it hard to lead the life we want. How can we build a positive attitude? Grant Mathews has listed out the things (from the easiest to the hardest) we can do to cultivate this attitude on Quora:

1. Listen to good music.

Music definitely improves your mood, and it’s a really simple thing to do.

2. Don’t watch television passively.

Studies have shown that people who watch TV less are happier, which leads me to my next point…

3. Don’t do anything passively.

Whenever I do something, I like to ask myself if, at the end of the day, I would be content saying that I had spent time doing it. (This is why I block sites I find myself wasting too much time on. I enjoy them, but they’re just not worth it when I could be learning something new, or working on projects I care about.)

Time is incredibly valuable.

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4. Be aware of negativity

A community that considers itself intelligent tends to be negativity because criticizing is seen as a signaling mechanism to indicate that you’re more intelligent than the person you corrected. This was irrationally frustrating for me – it’s one of those things you’ll stay up all night to think about.

5. Make time to be alone.

I initially said “take time just to be alone.” I changed it because if you don’t ensure you can take a break, you’ll surely be interrupted.

Being with other people is something you can do to make you happy, but I don’t include it in this list because nearly everyone finds time to talk with friends. On the other hand, spending time just with yourself is almost considered a taboo.

Take some time to figure out who you are.

6. Exercise.

This is the best way to improve your immediate happiness.

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Exercise probably makes you happy. Try and go on a run. You’ll hate yourself while doing it, but the gratification that you get towards the end vastly outweighs the frustration of the first few attempts. I can’t say enough good things about exercise.

Exercising is also fantastic because it gives you time alone.

7. Have projects.

Having a goal, and moving towards it, is a key to happiness.

You have to realize though that achieving the goal is not necessarily what makes you happy – it’s the process. When I write music, I write it because writing is inherently enjoyable, not because I want to get popular (as if!).

8. Take time to do the things you enjoy.

That’s very general, so let me give you a good example.

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One of the things that has really changed my life was finding small communities centered around activities I enjoy. For instance, I like writing music, so I’m part of a community that meets up to write a song for an hour every week. I love the community. I’ve also written a song every week, 37 weeks in a row, which has gradually moved me towards larger goals and makes me feel very satisfied.

9. Change your definition of happiness.

Another reason I think I’m more happy than other people is because my definition of happiness is a lot more relaxed than most people’s. I don’t seek for some sort of constant euphoria; I don’t think it’s possible to live like that. My happiness is closer to stability.

10. Ignore things that don’t make you happy.

I get varying reactions to this one.

The argument goes “if something is making you unhappy, then you should find out why and improve it, not ignore it.” If you can do that, great. But on the other hand, there’s no reason to mope about a bad score on a test.

There’s another counterargument: perhaps you’re moping because your brain is trying to work out how to improve. In fact, this is the key purpose of depression: Depression’s Upside – NYTimes.com

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I can think of examples that go both ways. I remember, for instance, when I was debating a year or two ago and my partner and I would lose a round, I would mull over what we had done wrong for a long time. In that way, I got immensely better at debate (and public speaking in general – did you know debate has amazing effects on your public speaking ability? But now I really digress).

On the other hand, there’s no way that mulling over how dumb you were for missing that +x term on the left hand side will make you better at math. So stop worrying about it, and go practice math instead.

11. Find a way to measure your progress, and then measure it.

Video games are addictive for a reason: filling up an experience bar and making it to the next level is immensely satisfying. I think that it would be really cool if we could apply this concept to the real world.

I put this near the bottom of the list because, unfortunately, this hasn’t been done too often in the real world – startup idea, anyone? So you would have to do it yourself, which is difficult when you don’t even know how much you’ve progressed.

For a while, I kept a log of the runs I had taken, and my average speed. It was really cool to see my improvement over the weeks. (Also, I was exercising. Combining the two was fantastic for boosting happiness.)

12. Realize that happiness is an evolutionary reward, not an objective truth.

It’s easy to see that this is correct, but this is at the bottom of the list for a reason.

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