After the Meeting

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Sixel: I can't work now, I have to go to a meeting | Business | Chron.com - Houston Chronicle

Life in a typical office involves a lot of meetings. But many times those get-togethers, whether to talk about a new strategic direction or a new coffee vendor, are a waste of time.

They lack purpose, the right people aren't there, or the decision maker isn't at the table, said Paul Rogers, one of the authors of Decide & Deliver: 5 Steps to Breakthrough Performance in Your Organization (Harvard Business Review Press).

So instead of making a decision, the meeting turns into an endless debate, said Rogers, managing partner of Bain & Co. in London who was visiting the firm's office in Houston recently.

And it's not just a few minutes here and there. Rogers estimates that managers spend about half their time around conference tables, and many end up frustrated because the discussions don't lead anywhere.

via chron.com

Call your shots—and Make them!

"Three ball in the side pocket."  She leans over and stares intently along the imaginary line extending from her cue towards the white ball and on towards a tiny spot on the intermediary ball that she must hit with precision accuracy.

Slowly, and deliberately, the cue slides back and forth along the bridge made by her left hand.   "Clatack!"  The sound matches the speed with which the white ball’s cascading impact causes her words to come true.  

You can't help but feel respect for the player as she calls her next shot even before the ‘three’ ball rolls to a stop below the table.  Your respect grows as she continues to call her shots, and makes most of them.

Professionals call—and MAKE—their shots

This is the mark of a professional: they first declare what they are going to do and then they do it.   

Business life differs from pool in one important respect.  In pool the amateurs don’t call their shots but at least attempt to win the game even with luck and a good attitude as their only assets. 

In business we’re constantly calling our shots; in meetings we take the action items and in private conversations we make promises, but we often don’t take the care we need to actually make those shots.  

Here are a couple reasons why it’s important to make the shots you call.

Demonstrates skill

It takes months of practice for a pool player to consistently be able to make the shots s/he calls.  It’s the same in business.  Professionals are able to make the shots they call because they have healthy practices around time management, energy management, communication and the use of technology; not to mention their particular field of expertise.  Their making the shots they call is a demonstration of their mastery of these practices.

Calling the shot before you make it shouts to the world "Look here now, I'm actually going to do this."  Calling and making the shot separates you from the masses that are unwilling or unable to do so.


Builds trust

Making the shot you call—actually doing what you said you would—is a declaration to the world that you stand behind your word.   This is important. Think of it.  Every public declaration establishes a benchmark by which everyone else begins to assess your trustworthiness.   

For any one shot, it doesn't matter how easy or impossible the shot, it only matters that you declared it and made it. If you make it, we look to see if you will do it again.  

Not everything we need done requires a rocket scientist, but your declaration that you will do it followed by the experience of your doing what you said constitutes a meaningful offer of help that we value and pay for. It’s one less thing we have to worry about if you can be relied upon to do it for us.  You’re reliable because you consistently deliver what you promised.

Consistency matters

We look for consistency because we don't feel good with people or things that don't perform or behave in predictable ways.   

There are just too many unpredictables in life to have you be one of them.   

Making the shots you call, doing what you say demonstrates that we don't have to worry about what you will do, or how you will perform with regard to what's important to us.  Because you say what you are going to do, and you do it.

That’s the kind of player we want on our team.  And we’ll pay top dollar for you too.



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What Makes a Good Note Taker

The power of the written word is indeed mighty, and a person’s ability to discern the pertinent from the irrelevant spoken during a discussion then accurately transpose to notes can be considered both an art and a science.

Notes are defined as a memory aid; brief written recordings of thoughts, facts or topics. To accomplish well here are some key points;

The Science
  1. Listen and be attentive: Pay attention and write down all the key points, you can fill in the details after. It is important to remember that communication is more non verbal than verbal, so pay attention to what is not spoken as well, this too may be important.
  2. Be accurate: Try not to interpret or change the meaning of what is said (no matter what your views on the topic may be). Capture dates, names, times and details where important with precision. If noting a quote, quote correctly.
  3. Keep your notes short and to the point: Write down essential words and make short sentences in language you are at ease with so you may later grasp the material easily.
  4. Devise a system of abbreviation: Subject, key sentences, quick icons or bullets for visual ease, indentations and/or underlines for the crucial.
  5. Don’t be afraid to speak up and ask for words to be repeated if not heard: This is different to understanding a point. It is less important that you comprehend a point than it is to capture that point. Leave blank spaces that you may fill in material you missed and later grasp through questioning of a participant or reading your notes. 
When preparing the final notes for distribution and/or filing a rule my mother taught me many years ago as a child turned out to be Golden: Never commit to paper anything you would be ashamed of. Though she may have meant this rule to guard a young girl against the pitfalls of writing hurtful or libelous words (as young teenaged girls do), its adaptation to all aspects of writing has helped me immensely. Carefully composed and formatted notes I have written are known to have been forwarded to CEOs and Company Boards, used in legal depositions and even attached to Government Cabinet Notes. Always take pride in what you write, practice and learn to do it well, you never know where it may end up.

The Art
  1. Know your audience: Choose the best format to complete your notes to suit your audience. Detailed minutes, bulleted points only or just the decisions made. Know what is needed and structure your end product to best deliver.
  2. Structure and clarity: Keep your information streamlined; attendees, apologies, topics, discussions, decisions made, action items, etc. Data noted should be easy to follow.
  3. Be timely: Don’t let too much time elapse between the time of meeting/discussion and distribution of notes, you may not remember details and actions items or crucial information may be time sensitive.
  4. Be professional: Even if taking notes for a social club or your neighborhood group, ensure grammar and spelling are correct, the content clear and devoid of your opinion (unless recorded as a meeting/discussion participant).
By following these simple steps and owning what you write, even notes, you may become a better note taker.

~Melissa

Most Meetings End Before Decisions Are Made (from Harvard Business Review)

Most Meetings End Before
Decisions Are Made
Managers spend 50% or more of their time in meetings, but Bain & Company research shows that two-thirds of meetings end before participants can make important decisions. Not surprisingly, 85% of executives are dissatisfied with the efficiency and effectiveness of their companies' meetings, according to Marcia W. Blenko, Michael C. Mankins, and Paul Rogers, authors of Decide & Deliver: 5 Steps to Breakthrough Performance in Your Organization. Source: Decide & Deliver: 5 Steps to Breakthrough Performance in Your Organization
via web.hbr.org

Finally !!!

Well, it is finally happening.  What we thought would be a three month project has turned into a 12 month journey in patience, frustration, self-reflection, collaboration and at times, moments of joy.   My respect for the guys at 37Signals has deepened in the process.  When I read, “Re-Work” a few months ago and they talked about man’s inability to forecast, I had a good laugh that almost turned into tears.  I finally get the real impact of adding ‘just one more feature’.  

With that said, it feels really good to be reaching this milestone of our first public release of our web application- www.AfterTheMeeting.com.   In another post, I will write more about what the app does and who we are but to be honest, for now, I am happy for two key things.  Firstly, I am happy  to be alive and creating something that both the team and I feel proud of.  It is an honor to work with “craftsmen”, people who really care about their work.  Secondly, I am happy to have maintained and built some wonderful relationships over the past several months.   There is a lot more to come but for now, enjoy this little introduction. 

 

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