Leadership
Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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Leadership

This week I’m once again sharing content from an article I was featured in. Thanks to Kathyrn Vasel, of CNN Business for the great article on How to Make Meetings More Effective.

You’re running your meetings wrong. Here’s how to make them more effective.

Meetings often get a bad rap. We have too many, they’re too long and they prevent us from being as productive as we could be.

“People don’t hate meetings, they hate meetings that waste their time,” said Ellen Faye, a productivity and leadership coach.

But sometimes meetings are necessary, and can be useful tools for getting things done, brainstorming new ideas and tackling problems at work.  You just have to do them right.

Keep the invite list exclusive
Only invite people to whom the subject matter of the meeting is relevant. “People don’t often really think about who really needs to be at the meeting,” said Neal Hartman, a senior lecturer in managerial communication at the MIT Sloan School of Management. “Lots of people get invited and if the topic isn’t relevant to them, they feel like they have nothing to contribute and they are sitting there thinking of all the other things they could be doing.” Limiting the size of the meeting can also spur better conversation, said Paul Axtell, author of “Meetings Matter: 8 Powerful Strategies for Remarkable Conversations.” “The quality of conversation is dependent on quality of the relationships that walk into the room. Fewer people are more likely to connect.”

Have a clear agenda
Make sure all attendees have a good sense of the subject and goals of the meeting before they walk into the room. When you send the calendar invite with the time and location of the meeting, it helps to also include an agenda with the intended topics of discussion. “It’s particularly useful to put a suggested timeline for each agenda item.” said Hartman.  Give people adequate time to review and digest any complex data or documents before the meeting to avoid putting anyone on the spot and to keep the meeting moving. “If you are expecting your meeting to be effective and productive and you want to be able to make a decision, you need a certain degree of information and data,” said Faye. And if you expect some participants to run part of the meeting, give them advanced notice and a time limit.

Get broad participation
Now that you’ve invited only the necessary players to your meeting, make sure you get input from everyone. “If you have done a good job selecting the participants … it’s useful to hear from everybody to get a nice range of insights and perspectives,” said Hartman. The meeting leader should make sure everyone feels comfortable contributing and rein in any conversation hogs who tend to dominate meetings. There are different ways to encourage everyone to speak up. Some implement a rule that everyone needs to speak once, but no more than three times. Others will simply make sure to call on everyone in the room at some point. “The people who are quiet have good information and if we skip them and don’t hear them we aren’t making the best decision for the team and aren’t getting the best outcome,” said Faye.

Limit your own talk time
While meeting hosts play an important role in the effectiveness of the meeting, they also have to be careful with how much they are talking. One of the biggest problems that leads to unnecessarily long meetings is the leader talking too much and not asking questions or listening, according to Bob Sutton, an organizational psychologist and Stanford professor. “You have leaders who talk to allegedly show off their knowledge, when asking questions helps make everyone feel engaged and recognized,” he said.

Have a call to action
Too often if you ask participants of the same meeting what was accomplished or discussed, you’ll get different answers. To avoid that, the meeting leader should take a few minutes to review what was decided on, any deadlines and the next steps to move forward. “If you don’t leave with specific commitments and timelines, then for the most part you didn’t accomplish anything,” said Axtell.” Most often the missing piece is not nailing down who is doing what and then not following up.”

Limit tech
Technology has made our lives much easier, but it can also be a major distraction in meetings. “If you are texting or emailing during a meeting, you aren’t engaged,” said Faye. “There is no way your brain can be doing that and listening and following the conversation.” Meeting leaders should set expectations and ground rules on what technology will be tolerated and they should practice what they preach. Some companies have even banned technology in meetings or make people turn in their devices at the start of the meeting.

Avoid lip-service meetings
Managers can run the most well-run meetings, but if there is no execution afterward, it can cause friction with employees. “Some leaders seem to believe that if they have meetings and are just listening to people and don’t follow up on the opinions or advice, that will make employees feel better,” said Sutton. That’s not the case. “People get really frustrated,” he said.

If it’s daily, keep it short and try standing
If a daily meeting is deemed necessary, keep it moving and keep it short — no more than 20 minutes. “If it’s a daily meeting where you are reviewing actions … I would do a standup meeting where everyone is eye level and everyone moves on,” said Faye.

Track how much time you spend in meetings 
Some job roles require multiple meetings a day, but Faye recommends aiming to have only two hours of meetings a day with four at the most.
“This gives you enough time to follow up, react and do other work,” she said.

Much is being written about productivity these days, though it doesn’t seem to be really helping too many people.  Perhaps it’s because of the “one size fits all” approach I discussed in last weeks blog. My perspective, and why I’m choosing to include LEADERSHIP in my blog theme, is because your productivity is influenced by the productivity of others in your sphere. We don’t operate in a vacuum. The effectiveness of the people we work with impacts our personal effectiveness.

I know, you may not think of yourself as a leader, but I do.  I define a leader as someone who influences outcome through collaboration and communication.

And, I just love this quote from Jed Bartlett of West Wing fame: A leader without followers is just someone out taking a walk…

Do you influence outcomes?  Do you lead people?

  • As a entrepreneur you lead your vendors; be it your web designer, bookkeeper, virtual assistant, graphic designer, professional organizer, or coach.
  • As a member of a team you lead the people on the team. While you may not always have formal authority over them, quite often informal leaders have great impact on outcome.
  • As a subordinate you lead your boss. If you have ever influenced the outcome of a discussion with your boss, than you are a leader.
  • As a volunteer you lead to achieve the mission of the organization for which you volunteer. No matter what your position, your work influences and impacts the team and the outcome.
  • As a family member you lead your family. Think about deciding where to go to dinner. In my family this takes the ultimate of leadership skill!

For you to be effective, not waste time, and get work done, you depend on those around you. You can either isolate or collaborate. When you collaborate, your productivity is impacted by the cultural health of the team.

And if you’re the leader, your success is absolutely dependent on the productivity of the team.

Productivity isn’t just personal, is it?

Welcome to the Productive Leader Blog 2.03 things productive leaders do

I’ve taken my own advice.  I set aside blogging and writing on personal productivity, and productively engaged in my volunteer leadership responsibilities. But I’m back.

Last week at the NAPO2019 National Conference, I was honored with the 2019 Founders’ Award – our industry’s top recognition for advancing our profession.  What a thrill. Gratifying and fulfilling, the Award acknowledged my 7-year service  on the NAPO Board(National Association of Productivity and Organizing Professionals) Board, including 2 years as their President.

And now it time to get back to the business of my business, and I’m excited to share my thoughts and ideas, with a clear focus, on supporting productive leaders.

Here’s what I know about being a productive leader – it is someone who:

  • Creates an engaging, positive, and psychologically safe environment so those they interact with can do their best work, …
  • and implements and supports practical systems so those they interact with can work most effectively, …
  • and exemplifies excellence by having and executing reasonable personal productivity habits.

Providing you with short, useful, and meaningful takeaways on leadership, team productivity, and personal productivity are my goals for the Productive Leader Blog.

So, stay tuned or unsubscribe as you see fit. As always, I welcome your questions, comments and thoughts.

Here’s to a thoughtful, fulfilling, and inspiring future.

Strong leadership is critical for good productivity and good productivity is critical for strong leadership.  As most of you know, for the past two years I’ve served as volunteer President of the most fabulous 3500+ member, non-profit, education based national association ever (NAPO.net.) To say that I dedicated much of my free time to NAPO would be an understatement – but it was all incredibly gratifying and worthwhile. I grew and learned in ways that one could never imagine.

Most specifically I became very clear on how critical good leadership is to productivity and how critical good productivity is to leadership; this is the direction in which I plan to take my business next.  My term is ending soon and I had planned to resume blogging shortly thereafter.  But as luck would have it I was contacted by the Leadership Editor at CNBC and he published the article below yesterday. This is the perfect way to launch my next chapter with you.

http://www.cnbc.com/2017/05/05/try-these-3-productivity-hacks-to-have-a-more-successful-monday.html

and a nice quick video: http://video.cnbc.com/gallery/?video=3000616286

Looking forward to sharing my weekly tips with you regularly, and stay tuned for my updated website coming soon.

Ellen

Why does LIFE BALANCE seem to be so elusive? Because it’s imaginary.  No one is ever in equal balance.  An admired colleague once described it more like a symphony where different parts are louder than others at different times, but when listening to it as a whole it is harmonic and beautiful.

What would be possible if you gave yourself permission to live in harmony and not strive for perfect balance all the time? (more…)