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Increase the Benefits from Meetings You Can’t Get Out Of

Increase the Benefits from Meetings You Can’t Get Out Of


    Are you beyond tired of sitting through endless successions of meetings, with no time between to organize your thoughts and capture follow-on actions?

    Much is made about shorter meetings, having no formal meetings at all, making everyone stand so they stay focused in shorter daily or weekly meetings, and myriad other ways to make people more effective via quirky or gimmicky techniques. Several articles have appeared here on Lifehack recently about improving meeting productivity overall, and Chris Brogan’s Nail Meetings Down Tight and Take Your Laundry Off The Line are two great ones. Mike Vardy’s post on using MeetingBurner to support great virtual meetings is also a great resource.

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    Right now, though, I’m going to give you six ways to make any meeting more effective for you beginning right now. These techniques will work for you even if you have no control over the meeting content, length, or style.

    Read the pre-briefs.

    Seems obvious, doesn’t it? It is obvious, but it often doesn’t get done. If you knew how many leaders – from junior to very senior – of major and not-so-major public and private organizations I’ve seen walk into meetings with absolutely no foreknowledge of the meeting’s content, except maybe the topic, you would be appalled. And it would instantly become obvious why progress moves with glacial slowness. Read the pre-briefs. Have some idea of what you’re likely to hear. Then, you’ll have an idea of where to look for problems and opportunities.

    If the pre-briefs are terrible, privately tell the person who prepared them. They should appreciate it; no one wants to look like an idiot in public. If you don’t have the horsepower to approach them, use your network.

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    Pay attention.

    Don’t use the time to prepare for your next meeting. Don’t have impromptu meetings with your neighbor. If the meeting isn’t worth your attention, it isn’t worth attending. Focus your attention on what is being said and presented. Are they congruent? Is the speaker presenting information you know to be inaccurate, or overly optimistic or pessimistic? Are all stakeholders present, or is something being discussed someone else really needs to know about or contribute to? Engage your mind on the meeting, even if you don’t find the meeting engaging.

    No messaging.

    Yes, I could have put this under  “Pay Attention,” but enough people violate this that it deserves a separate mention.

    If you are reading email or texts, or writing new ones, you cannot be fully engaging your attention on the person speaking or on their presentation. And I often find the real information is hiding on a slide and never mentioned aloud, while the conversation goes on around it.  And, messaging during a meetng is just bad manners.

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    Take notes on printed presentations (as well as notepaper).

    I have a system of flagging and coding critical information I need to remember, and to visually cue my eyes to follow a certain path through the notes. I also have a special coding system to flag actions for me and others, and to indicate at a glance whether I initiated the action or it came from someone else.

    Use an assistant.

    Even if it’s a peer. A good executive assistant’s worth is immeasurable, especially one with the ability to learn what you need to know, and when you need it. If you’re fortunate enough to have one, let them tell you what he or she believes is important for you from the meeting. Integrate the insight into your own notes. If you don’t have an assistant, try reaching an agreement with a peer to provide this support for each other. You’ll both gain greater benefit from the meetings you attend, and you’ll have a greater incentive to pay attention for the entire thing.

    Taking notes on the presentations themselves allows you to jot questions, concerns, or follow-up actions next to the material, automatically creating a connection and preventing you from having to write as much. A paper-saving alternative is to write a memory-jogging note first on your notepad, and then jot the slide number or subject so you can refer back to it. I also typically write the name of a presenter and their main subject at the section of my notes where they begin speaking. If I end up with no notes for them, then it’s only cost me a single line on the note page and I can go back and see who spoke on a given topic if I have a question later.

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    Walk out.

    Really. Get up and walk out. Is it rude? That depends on how you handle it.

    Make it clear you have limited time when you accept the invitation. Show up for as long as it takes to glean what you need, and then quietly leave. If you’re one of several attendees, it should be clear you have other commitments. If the meeting is for you, then you just made it clear your time was being misused.

    Take care, and have productive meetings,

    (Photo credit: Bored in a Meeting via Shutterstock)

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      Last Updated on April 17, 2019

      10 Essential Soft Skills That Will Help Advance Your Career

      10 Essential Soft Skills That Will Help Advance Your Career

      What’s the secret of professional success? Some of it lies in the mastery of your discipline and all the technical skills you have to carry out your job; but a much bigger part lies in the soft skills list you possess.

      Soft skills are your people or relationship skills—how well you get along with others and your ability to communicate and collaborate—as well as the personal characteristics you bring to the job, such as optimism, a can-do attitude and the motivation to work hard. These skills are not always easy to point out, but their absence can cause serious problems and negatively affect the whole work atmosphere.

      They say that hard skills will help you get the job, but soft skills will help you get along—and get ahead. With that in mind, here’s the top-10 essential soft skills list to help you advance your career.

      1. Communication Skills

      Communication skills are hands-down the most sought-after soft skill that bosses want, and this one ability covers a lot of ground.

      To communicate well, you have to listen carefully, interpret the context of the conversation, express yourself clearly, persuade others of your point of view, check your body language and use an engaging presentation style that won’t intimidate or bore your audience. That’s a big ask!

      Your personality traits can influence the way you communicate with others. For instance, some people get straight to the point and center their arguments around facts and logic; others are cooperative and sensitive to how others feel. Both these approaches are equally valuable but there can be misunderstandings if you don’t understand where the other person is coming from.

      Taking a comprehensive personality test can help you understand why you communicate the way you do and where your blind spots are. It can also help you understand other communication styles is so you can tailor your communication to the person you’re dealing with.

      After all, connecting with your conversation partner is the hallmark of good communication.

      2. Flexibility

      Change is an essential part of any business. Companies need employees who are flexible enough to work with new initiatives, open to new ideas, and generally are able to tough it out when things don’t go as planned.

      Research has found a link between job performance and flexibility over the long term because there will be times when you have to step outside your routine and rise to fresh challenges that didn’t exist before.

      Being flexible doesn’t mean you have to hop into a new task or job role like an expert. Rather, it’s about showing you’re willing to accept new responsibility and learn different things.

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      Bosses look for people who are prepared to step outside their comfort zones and are open to alternative solutions when their first idea doesn’t work.

      3. Being a Team Player

      Working on a team can be challenging but learning to do it well can definitely help you get ahead in your career. Employers look for people who can negotiate, cooperate and manage conflicts with other people to achieve a common goal. That includes the ability to build lasting relationships with customers and clients.

      What makes a good team player? Essentially, it’s someone who knows the goal and knows her role. Employers look for evidence that you know your strengths, your responsibilities and how you can best contribute to the team, then put those skills into action by sharing ideas and communicating in a respectful manner. That’s the definition of being a good team player.

      This is another area where taking a personality test can help you get ahead. When teams work together, each member brings a unique set of skills and qualities to the group. Research has shown that different combinations of personalities affect how teams collaborate and how productive they are.

      Knowing who you are, and how you work on a team, can drive new insights and open the door to better teamwork.

      4. Positive Mental Attitude

      There are plenty of things you can’t change at work, like the people you work with or the fact that the printer is broken again. The one thing you can change is how much you let these things bother you.

      Bosses like people who are calm, rational and upbeat—those who diffuse tensions in the workplace, not get all grouchy and go around slamming doors.

      Studies show that people who maintain a sunny disposition have better relationships at work, are happier in their jobs and make better decisions than those who whine and complain. Some suggest that a positive mental attitude can also make you live longer—which means it’s beneficial for every area of your life![1]

      It’s not always easy to keep a “glass half full” mentality when work is stressful and the deadlines are piling up. But there are some things you can do to help maintain a positive attitude. Laughing at your unfortunate circumstances keeps the work environment positive, and taking “sanity” breaks can help you keep your cool in high-pressure situations.

      Managers look for positive mental attitude in a team member that is ready for a promotion, so it really does pay to keep your cool in challenging situations.

      5. A Strong Work Ethic

      People with a strong work ethic are committed to the role, persevere when things get tough and are inspired by challenge. These people are ambassadors for the organization, and will always be seen as top talent and ideal candidates.

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      If you can exhibit this skill, then expect to be seen as a great candidate, eligible for new opportunities and positions throughout your career.

      Since a strong work ethic can mean different things to different people, it helps to show specific examples of your exceptional work ethic during a performance appraisal or interview. For instance, you might talk about:

      • A time when you persisted in the face of challenges and did not shy away from hard work.
      • How you volunteered to help with projects even though these tasks did not form part of your job description.
      • The networking, workplace learning and skills betterment you’ve undertaken, which shows ambition and drive (people with a strong work ethic have those qualities in spades).
      • How you own your mistakes and never, ever point the finger of blame at others.

      For help with building a strong work ethic, check out these tips: How to Build a Reliable Work Ethic

      6. Public Speaking

      Who’s terrified of public speaking? Pretty much everyone, since public speaking is America’s number one fear, ahead of death at number five and loneliness at number seven.

      Yet, according to Warren Buffett, mastering this one skill you could increase your personal value by 50 percent.[2] That’s huge!

      If you’re not natural at public speaking, you’re in good company. Buffett had to work hard to overcome his stage fright and once dropped out of a public-speaking course before it started—because he was afraid of public speaking! He eventually realized that he needed to build up his confidence by just doing it; over and over in front of small groups.

      For a more structured approach, Toastmasters International teaches public speaking and leadership skills through a variety of pathways. Membership of this non-profit looks good on your resume but the real payoff will come when you can put your newfound skills to use on the job or in the interview room.

      Or, you can check out this advice: The Ultimate Public Speaking Tips to Hook and Impress Any Audience

      7. Integrity

      From a manager’s point of view, the two integrity skills that will set you apart are:

      • Always doing what you say you will do
      • Owning an error instead of minimizing or hiding it

      …even when no one is around to check up on you.

      There are lots of people who have climbed the ladder without scruples, but they are not the people who others trust, respect and support when promotion time comes around.

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      Behaving with integrity is a safe and consistent way to enhance your reputation and achieve your professional goals.

      8. Managing Your Time

      Phone calls, texts, Slack pings, meetings, huddles, side projects, multitasking—we are busier today than any generation before us. There’s no denying the workplace is an incredibly distracting place to be.

      A lot of us have traded effectiveness for busyness which we wear as a badge of honor, both as a proxy for productivity and to show our value to the company. But what bosses want, what they really, really want, is someone who actually gets stuff done on time.

      Time management is not merely the art of being on time, but of managing your time so you focus on the projects that really matter and add value to the business. This means prioritizing well, sticking to schedules, delegating, and not getting distracted by tasks that are easier to perform or less important. It means planning ahead and learning when it’s appropriate to say no.

      Time management can be a tough skill to maintain, but not a difficult one to pick up. Monitor your actions for a few days—how long do your tasks take to finish? What’s interrupting you? What causes you to lose focus? Once you have the answers to these questions, you can set a schedule for yourself to make sure you’re spending your time wisely and this valuable asset is never wasted.

      These 20 Quick Time Management Tips to Super Boost Your Productivity are also great to try.

      9. Assertiveness

      In any workplace, you typically will find people with the following conflict styles:

      • Passive: Those who go out of their way to avoid conflict.
      • Passive-aggressive: Those who express their negative feelings through actions rather than words.
      • Aggressive: Those who respond to conflict in a hostile and rude manner. These people get their opinion heard but they won’t make any friends in the process.
      • Assertive: People who stick up for their rights while still respecting the rights of others.

      Managers look for assertiveness above all other styles because it allows decisions to be made without conflict or alienating people.

      How do you use this information for yourself?

      It starts with understanding your personality so you can anticipate how you will react when conflict arises and address your own shortcomings. Then, you can start influencing the team for top results, and securing your own career advancement in the process.

      Learn how to be assertive and gain respect:

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      How to Be Assertive and Stand up for Yourself the Smart Way

      10. Creative Thinking

      LinkedIn recently analyzed over 50,000 skills that employers search for when looking for candidates to find out what skills are currently in demand.[3] Taking the number-one slot on the 2019 soft skills list was creativity: the ability to solve problems and think outside the box.

      Creativity is about bringing fresh, and sometimes unorthodox, ideas to the table. This helps companies to innovate, and companies that do not innovate will not survive very long.

      How do you showcase your creative thinking skills? The golden rule is to participate.

      Be brave and share your ideas during group brainstorming sessions. Volunteer to run a society, networking event or recruitment drive. Ask “what if” questions: “What if we add this information to the client welcome pack?” “What if we eliminate step 3 from the process?”

      These activities demonstrate that you’re prepared to go beyond “business as usual” towards creative problem solving—an ability that will serve you every day, all throughout your career.

      You can learn to unleash your creativity power:

      What Is Creativity? We All Have It, and Need It

      Final Thoughts

      The good news? Every item on this soft skills list can be learned. Although you may feel lacking in certain areas, taking an inventory of your strengths and weaknesses will allow you to focus in on the areas that you’ll benefit from developing.

      So take an inventory of your personality, skills, and talents. This will give you a baseline for your communication style, attitude to change, conscientiousness and more. You can then identify your weak areas and develop strategies for improving your team-building, assertiveness and conflict skills.

      The better news? The effort is worth it. Developing your soft skills opens the door to a new job or a promotion, and helps you succeed once you get there.

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      Featured photo credit: Rachael Gorjestani via unsplash.com

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