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Last Updated on August 21, 2018

12 Secrets To a Super Productive Meeting You Should Know

12 Secrets To a Super Productive Meeting You Should Know

In my forty years of work, I always complained about long, boring and unproductive meetings, so join the club! Yes, old style meetings have negative effects on morale, productivity and motivation.[1]

“He (Warren Buffett) doesn’t let his calendar get filled up with useless meetings.”– Bill Gates

So, why can’t meetings be shorter, more productive and even, dare I say it, fun?

The good news is that many companies are now leading the way in managing their meetings.

Here are 12 secrets to a productive meeting. If you are a manager or team leader, you may want to implement these. If you are a member of a team, you can always make suggestions so that meetings really can become super productive.

1. Time is not the real issue

Most people complain that they have not enough time and meetings can rob them of this precious commodity. Another way of looking at it is to simply concentrate on the energy levels you have.

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Plan in breaks so that productivity levels are kept at the maximum.

“Manage your energy, not your time.” – Tony Schwartz

2. Make meetings shorter

Setting a time limit of 10 or 15 minutes can really help. Some managers actually get a timer so that it goes off when the meeting is finished. It is no accident that TED talks have a maximum limit of 18 minutes.

The reason is that all the research shows that our attention span goes into a progressive decline, if meetings or talks last longer. Studies done at Texas Christian University show that students remember more information after shorter classes.[2]

3. Plan meetings when needed

Most companies have a set time and day for meetings. This means that productivity is slowed down, just because of a set schedule.

It is much better to meet when things need to get done, decisions made and action points finalized.

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4. Meet standing up or somewhere else

A very interesting research shows that sitting down increases the territorial issues.[3]

People feel comfortable and also want to assert their position or authority. This is not so easily done when standing up.

Participants feel less at ease and want to get things done more quickly. There are other innovative ways of having meetings.

“But wherever you are, be innovative with your space. Try a stand-up meeting, or leave the desks and head to the park. Get out of your everyday environment.”- Richard Branson

5. Plan the agenda in advance

A short meeting still needs an agenda and this should be circulated before the meeting if possible. It helps people to prepare and focus on the issues that needs to be discussed.

6. Create a smartphone free zone

Ask people about their colleagues using smartphones or tablets during meetings. The majority resents this as it shows a lack of respect and also displays that full participation is patchy or absent.[4]

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It is much better to make the meeting area a smart phone free zone and encourage people to leave phones outside in a basket, with post its attached. The White House is already doing this.

7. Limit the number of attendees

This is one of the recommendations mentioned in Kristen Gil’s post, ‘Start-Up Speed’.[5] She is VP of Business Operations at Google.

If you limit the attendees to those directly involved in a project or procedure, it leaves the others more time to get on with their work.

8. Run the meeting like a clockwork

Chairing a meeting is a really skilful task. Ideally, you need to do some or all of the following:

  • State the purpose of the meeting, e.g. – “We are meeting today to finalize the auditors’ visit”.
  • Keep off-topic interventions off the agenda. They can be put in the ‘parking lot’ if there is time at the end.
  • Encourage everybody to pitch in.
  • Discourage the show-offs.
  • Stick to the time allocated.

9. Take away action points

The person running the meeting has to keep the whole thing on track, within the short time span.

In practice, this means that at the end, people have a list of action points and that these are tagged to the DRI (Directly Responsible Individual).[6]

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10. Allow transit time

Make sure that enough time is programmed in before the meeting so that people can actually get there on time.

Allowing ten minutes before and after other engagements helps people to get their act together and plan their absence, even though it is a very short one.

A record is kept of the decisions and these can be emailed as reminders to all participants.

11. Outline outcomes and plan for the next meeting

Assuming that the action points will produce the necessary results, it is always a good idea to outline what the next meeting should cover.

This does not need to be set in stone but should fit in with the business and marketing plans. It also helps to highlight long term objectives.

12. Encourage meeting skills training

Delegating some meeting tasks both before and during the meeting is a great way to approach meeting skills training.

Decide who will be responsible for noting down action points, timing, and agendas. This can be done in rotation so that you will still have overall responsibility for running the meeting.

Featured photo credit: Unsplash via unsplash.com

Reference

More by this author

Robert Locke

Author of Ziger the Tiger Stories, a health enthusiast specializing in relationships, life improvement and mental health.

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Last Updated on November 15, 2018

Success In Reaching Goals Is Determined By Mindset

Success In Reaching Goals Is Determined By Mindset

What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

The Success Mindset

Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

The Placebo Effect and What It Shows Us About The Power of Mindset

The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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How To Create a Success Mindset

People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

1. A Success Mindset Comes From a Growth Mindset

How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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There’s a lot of power in changing your perspective.

2. Look For The Successes

It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

3. Eliminate Negativity

You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

4. Create a Vision

Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

An Inspirational Story…

For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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