Tag Archives: meetings

Three Team Members

Who is on your team?

The first type of person always shows up early, helps to arrange the chairs, sits on the edge of their seat and is a frequent volunteer. This is the person I call the Eager Beaver.

The second type of person is never early, but never late. I call this person the vacationer. They are very happy to sit in meetings, because after all, they are not back in their cubicle at work. Responding to a discussion, sometimes they will participate, sometimes they won’t, doesn’t really matter to them, because, after all, they are on vacation.

The third type of person is precisely punctual, sits in the back of the room with arms folded, daring any person around to engage them in conversation. Body language is simultaneously defensive and aggressive. This is the person I call the hostage.

Which of these three has the insight, the brilliant idea that will save the day?

As the manager, we don’t know. No manager can afford to have a single team member disengaged. We need maximum participation, no coasting, everybody plays.

How often do we sit in meetings and watch people check out? One ear open to the meeting, one eyed glancing at a report they were supposed to review yesterday. One brazen team member, laptop open, supposedly taking notes of the meeting, but more likely checking e-mail.

Who is responsible for creating a different atmosphere, a different context? Who is responsible for creating the crucible in which a problem can be explored, alternatives generated and a solution selected? Who is responsible for creating the kind of meeting where each team member is engaged from beginning to end? Who indeed?

If that’s you in the mirror, the next question is “how?” How can you create maximum participation from every person in the room? How can you create full engagement?

How to Pick Up the Energy in a Meeting

From the Ask Tom mailbag:

Question:

I am a new manager. I hold a weekly meeting that goes pretty well. We say the things that need to be said and make our plans, but the meetings seem to bomb at the end. They just stop. The energy in the room is flat. I tried to give a motivational rah-rah speech at last week’s meeting but it fell flat on its face. I wish I had kept my mouth shut. The meeting is missing something at the end. How can we finish on a high note?

Response:

Follow your own advice and keep your mouth shut. Unless you are one of the rare charismatic managers, your attempts to raise the energy level will feel contrived and pointless.

Why?

Because the energy is all coming from you. You need some help. Try the following exercise.

At the end of the meeting, distribute 3×5 index cards. Have everyone write down one action item they plan to do based on the meeting. Then make your way around the table, asking each team member, in turn, to publicly state (in one sentence) their commitment to action. You will be amazed at the rise in energy as you adjourn the meeting.

This is no hollow rah-rah. The reason this works is because it is real and every person participates. -Tom

A Little Compromise, Give and Take

“What happened?” I asked.

“It was amazing,” Sean described. “We changed the name of the meeting from the VPs Meeting, to the President’s Meeting.”

“How was that different?”

“It was now clear that, as the president, I would be accountable for the decisions of the group. Before, the group was accountable as a group, sort of, but not really. Now, it is crystal clear. I am accountable for the decisions in the meeting.”

“What happened?”

“The tone of the meeting was completely different,” Sean continued. “Before, everyone was tactful and compromising, give a little here, take a little there. It was quite an agreeable bunch, and they arrived at quite agreeable decisions.”

“And?”

“And, now, without the need to compromise, knowing that I will listen to best advice and the decision is mine, there was quite a difference of opinion. The group uncovered problems that had always been swept under the rug. Some issues surfaced that had been off limits before. The discussion was actually uncomfortable.”

“Uncomfortable?” I said.

“Yes, and whenever the discussion is uncomfortable, I know we are talking about something important.”

Designing the Work

Chase left our conversation abruptly. Across the plant floor, he had spotted a problem and rushed to make a correction. He was apologetic on his return. “Sorry, but this is why I called you today. I feel like a two armed octopus. There are eight things that need to happen, but I can only work on two problems at a time. Things get out of control about fifteen minutes into the day. And they never stop. At the end of the day, I look at my boss’ list of projects and the important things never seem to get worked on. There is always a crisis.”

“Not really,” I said. “To me, your system is working exactly the way it is designed to work.”

Chase was puzzled. “What do you mean? It’s not working at all.”

“No, it is working exactly the way it is designed to work. The design of your day’s work is to drink coffee for the first fifteen minutes, then run around the floor solving urgent problems. At the end of each day, you check the list to make sure you didn’t do anything important.”

I paused. “Not a bad design. How’s that working for you?” Chase didn’t like what he was hearing.

“If you want to change your day, you have to change your design for the day. I see about four major design changes you might want to consider, but let’s start with just one. Don’t let anyone work during the first fifteen minutes of the day. Instead have a huddle meeting around the boss’ list of important projects. That one design change will be a good start.”

How is your day designed?