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15 Secrets To Running Meetings Like The World’s Top Innovative Companies

15 Secrets To Running Meetings Like The World’s Top Innovative Companies

Meetings can be a source of creativity and motivation – a time when team collaboration and leadership combine and create the space for achieving organisational goals. Maybe in an ideal world. Unfortunately, more often, meetings are just an unproductive and inefficient waste of time.

There’s a secret to running meetings that energise rather than demoralise. Here are 15 things the world’s top innovative companies do to keep meetings productive:

1. Apple – Small groups of smart people

A meeting is not a party, so “the more the merrier” does not apply. Steve Jobs was notorious for insisting that meetings should be small groups of smart people – and he wouldn’t hesitate to let someone know if they weren’t needed. Experts suggest there should be no more than 10 people at a meeting – so pick your invitees wisely.

2. TED – Keep it short

There’s nothing worse than being stuck in a meeting watching the clock tick by. Meetings should not drag on for hours – or even half an hour. Research shows that our attention span is between 10 – 18 minutes, so the most innovative organisations know that meetings should be short. TED has proven that a lot can happen in 18 minutes:

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In a 15-minute TED talk, Facebook COO Sheryl Sandberg inspired millions of women to “lean in.” Steve Jobs gave one of the most popular commencement addresses of our time at Stanford University and he did it in 15 minutes. It took Dr. Martin Luther King a bit longer to share his dream of racial equality—he did it in 17 minutes.

3. Google – Appoint a decision maker

The secret to Google’s success is not acting like a large multi-billion dollar company – it’s acting “like a hungry startup”, according to CEO Larry Page. A problem with big companies is the increased red tape and bureaucracy that comes from having so many separate departments (corporate, operations, sales etc). This leads to increased meetings and slower decisions. So, Google has adopted a “buck stops here” approach to streamline decision making in meetings.

As Larry says: “There are no companies that make good slow decisions”.

4. 3M – Allow free time

Meetings need agendas and purpose – but innovation and creativity also need room to breathe. 3M created the 15% Program to allow its employees (paid) time out of their working day to generate ideas and pursue creative endeavours – that started in 1948! Over 50 years has proven that the best-selling products and services come out of allowing this free time and space. Google has followed suit and upped the ante with 20% free time, which famously led to the creation of Gmail and Google Earth. So, whether it’s before/during/after a meeting, allow free time for creative thoughts to flow. 

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5. Virgin – Location, location, location

A boardroom and powerpoint is enough to put anyone to sleep. Richard Branson suggests innovative ideas will come from innovative spaces. He says that the novelty of holding a meeting in a park or cafe will inject a breath of fresh air into any group meeting and likely generate new ideas and ways of thinking. If you don’t have a private island or yacht to discuss this month’s P&L, try getting outside or using a different space in the office, like the kitchen.

6. Facebook – Think on your feet

Experts say that for every hour that we sit, we reduce our life expectancy by 22 minutes. Considering we spend approximately 40 – 80 hours per week sitting at our desks, it’s no wonder the top innovative tech companies are refusing to meet sitting down. A recent study also found “that when people stand during meetings they appeared more excited by their work, acted less territorial about their ideas, and interacted better as a team”. Plus, standing also reportedly cuts meeting times by 25%. Facebook’s engineering manager (Mark Tonkelowitz) reportedly holds 15-minute stand-up meetings at 12pm daily – no chairs and an impending lunchtime keep updates short and sweet. For one-on-one meetings, Nilofer Merchant asked TED audiences to consider the benefits of a walking meeting. Let’s start thinking on our feet!

7. Microsoft – Share air time

Meetings are not a lecture – input is usually required from all attendees (particularly if you’ve adhered to #1 and got the guest list right!). The best innovators know how to keep meetings on track and ensure that each person is afforded air time. A team at Microsoft uses “Ralph” – the rubber chicken – to toss around the group to the speaker of the moment. It sounds a bit like an ice-breaker at summer camp, but it can help keep the balance of speaking/listening in meetings.

8. Facebook – Have an agenda

This is really a big one and arguably pretty obvious. Facebook COO, Sheryl Sandberg, insists an agenda is crucial for meetings and always has a spiral notebook with her to ensure that each item is ticked off. Ideally, the agenda should be circulated in advance and have some flexibility – it doesn’t need to be a detailed list but should reflect the purpose and objectives of the meeting. This leads to my next point…

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9. American Express – Know your purpose

All meetings should have a clearly defined purpose or problem to solve. Christopher Frank, the VP for American Express, says you should be able to articulate that purpose or problem in 5 words or less. He told Forbes, this gives “a good idea of the information you need, the people you should talk to and will ensure everyone is working towards the same goal.” It’s not always easy! As Dr Seuss says, sometimes the questions are complicated and the answers are simple.

10. Upfront Ventures – Leave the laptops

Mark Suster – a successful entrepreneur, angel investor and venture capitalist – says laptops have no place in meeting rooms. Everyone should be fully engaged and attentive in a productive meeting and laptops rarely facilitate this. What about note taking? Well, research shows that conceptual recall is much better after taking handwritten notes than on a laptop anyway. If it’s going to be a long meeting (but see #2 above), schedule a 15 minute email break.

11. Barack Obama – Switch off

A recent study found that 79% of people aged between 18 – 44 have their smartphones on them 22 hours per day. Although this mobile technology has many advantages, it’s mostly an unnecessary distraction in meetings, so keep it a phone-free space! Very few things are that urgent or important. Even Barack Obama gets it – apparently the bi-monthly cabinet meetings at the White House are a cell phone free affair! There is a basket on entry for all attendees to deposit their phones. If it’s good enough for the President of the USA…

12. Apple – Have a DRI

It’s no surprise that Apple is on this list twice. Apparently, the key to achieving meeting action items at Apple is appointing a “Directly Responsible Individual”. This creates a culture of accountability, which keeps things moving forward and ensures meetings are always productive. Steve Jobs encouraged (read: insisted) on senior staff taking full ownership and responsibility of issues and action items. There’s nothing like the shame of public accountability to motivate staff to follow through.

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13. Amazon – Get rid of PowerPoint

We all love a good pie chart or line graph, but CEO and founder of Amazon (Jeff Bezos) has banned PowerPoint in his meetings. Nobody enjoys death by a thousand slides. Jeff argues that PowerPoint is easy for presenters but difficult for the audience. Unless you are a PowerPoint pro, stick to bullet points.

14. Yahoo – Use data

The CEO of the $35 billion internet portal is (unsurprisingly) a firm believer in the power of facts and figures in meetings. She considers data to be an equalizer. It also prevents the meeting from succumbing to office politics and opinion-induced debates. Don’t interpret “data” too conservatively though – a balance of qualitative and quantitative information is usually the most well-received.

15. Nike – Doodle away

A 2009 study at the University of Plymouth found that doodlers can retain 29% more information than non-doodlers in meetings and lectures. It’s no surprise then that Nike CEO, Mark Parker, is often found with a moleskine notebook and pen in hand during meetings – he says it helps the brainstorming process. The $15.9 billion empire was probably built on a foundation of designs sketched in meetings on a Tuesday afternoon.

Now you’ve got all the tools to create motivating and productive meetings in your workplace. You’ll be having 15 minute standing team updates in the park, throwing around a tennis ball, in no time. Still, remember – no meeting is better than a bad meeting.

Featured photo credit: Hybrid Tech Car via hybridtechcar.com

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Last Updated on November 5, 2019

How to Use Visual Learning to Work More Effectively

How to Use Visual Learning to Work More Effectively

Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

The Importance of Knowing Your Learning Style

Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

But it all starts when you’re able to first identify the best way you learn.

As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

The four most popular types of learning styles are:

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  • Visual learning style (what this article talks about).
  • Aural or auditory learning style (learning by listening to information presented).
  • Verbal or linguistic learning style (learning that involves speech and writing).
  • Tactile learning style (learning by touching and doing)

But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

How to Know If You’re a Visual Learner?

When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

How to Use Visual Learning for Success

Here’re 4 ways to use visual learning to boost your career or business:

1. Bring back the to-do list. Then add shapes and colors to boost productivity.

We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

2. Add graphs, charts and symbols to your reports.

Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

3. Effectively brainstorm with mind-mapping.

Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

4. Add video streaming to meetings.

What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

Is Visual Learning Better Than Other Learning Styles?

No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

More About Learning Styles

Featured photo credit: Unsplash via unsplash.com

Reference

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