Meeting Hell: Stop Wasting Time

Like most business leaders, my most precious asset is time–and when I look at my schedule I’m spending about 80% of my time in meetings.  Some studies suggest the average knowledge worker spends around half their time in meetings.  When I measure my own personal productivity, by definition, there’s no more important place to look than these meetings.

We’ve all been in “meeting hell” where we’re asking basic questions like, “Who called this meeting?” or  “What’s the agenda?” or “What are we trying to accomplish here?”

If you’ve ever asked these or similar questions during meetings, you know exactly what I’m talking about. Increased collaboration means increased interaction with others, which means more meetings. And, with more and more work being done collaboratively and in virtual settings, often with people in different time zones or even different countries with whom you haven’t spent a lot of time face to face, imagine the opportunities to be more effective.

That’s why it’s absolutely essential for your teams to systematically make the most of your time together. It’s a great feeling when you conclude a highly productive meeting – wouldn’t it be great if you could dramatically increase the productivity of all your meetings?

With this goal in mind, we developed what we call the Clarity of Purpose model for meeting management, which involves four straightforward steps meeting owners can take to ensure collaborative sessions of any kind are as productive as possible.

Chapter 6 of The Collaboration Imperative covers the Clarity of Purpose model in detail, and I encourage you to get your hands on the book to learn more. You can also go to www.collaborativecommunicator.com/yourwork to watch videos explaining the model and download useful meeting-management templates. Just click on the “Maximize Meetings” box.

As I get feedback on The Collaboration Imperative, the chapter on the Clarity of Purpose model is one that really seems to resonate with busy business leaders. I hope you find it as valuable as we do in our efforts to stop wasting time.

Authenticity Creates Trust; Trust Accelerates Collaboration

Collaboration is indeed the business opportunity of the decade, promising to energize your organization while making more effective use of your precious assets.  My Cisco colleague Carl Wiese and I wrote The Collaboration Imperative to help organizations “operationalize” collaboration and capture these gains. Our goal wasn’t to write a “theory” book, but rather one that drills down into specific actions, with concrete examples of how to put collaboration to work in the real world.

As Carl noted in a previous post, effective collaboration is a function of aligning culture, process and technology.  But how do you do that?   Here is a one example from that’s featured in Chapter Three of the book: Collaborative teams work best when they’re made up of people who communicate openly. Collaboration technologies, especially video, make it easy to reach people across an organization and around the world.  Anyone who has traded their economy-class airline seat in favor of a Telepresence meeting knows the powerful benefits of collapsing space and time with an engaging video meeting.  However, as we cross departmental, cultural and time-zone boundaries, collaboration puts our personal communication skills to the test.

As we increasingly interact virtually, we work more and more with people we don’t know or have a long history with; they may actually work in a different company and teams may come and go in rapid succession.  Establishing rapport – quickly – is one of the most important aspects of successful collaboration, and it starts with communicating authentically.

Do you know what your authentic communication style is?  Do your peers and colleagues know how you make decisions?  Can you quickly convey your strengths and weaknesses to people?  The more you share about your authentic style with your collaboration partners, the faster you can achieve trust with them.  Open communications starts with you.

Here is how to get started.  Click here to take a quick online assessment to discover your authentic communication style (Once on the page, click on the green “Take Survey” button”). This confidential assessment is a bit like the Myers-Briggs test and provides you with a customized profile of your unique communication style; it reveals how you naturally process information, and how you prefer to deliver that information to others.

Most importantly, the assessment provides a simple vocabulary to communicate your style to others. Are you conceptual or analytical?  An introvert or an extrovert? Do you prefer to communicate information in a linear or nonlinear fashion?  Complete this quick assessment to find out. Then ask your team to take the same assessment and start sharing your styles.

You’ll be happily surprised at how much friction can be removed from human relationships, especially virtual ones, when we simply share our authentic style with colleagues and begin understanding each other better. I’m convinced that 90% of human conflict in business isn’t personal in intent; it occurs because we all naturally make decisions differently. By sharing our authentic style of communicating and making decisions, you can diffuse a lot of unnecessary friction and built trust faster.

My authentic communication style is:  Conceptual, Deductive, Introverted and Non-Linear.  I’m best at brainstorming. I come to conclusions quickly. I gain energy by thinking on my own, and I can be unpredictable in where I take ideas.  Who are you?

Chapter Three of The Collaboration Imperative delves deeply into the this topic — I look forward to your feedback after reading it.