April 2016 – Amazemeet

Synthesis Work, Manager Daily 5 Minutes and Personal Goals in Meetings

Outcomes Over Outputs

Outputs are the “what”and outcomes “why”; always ask “Did your outputs make the difference that you expected in your outcomes?”

The 101: Outputs are what you produce e.g pizza, outcomes are what happen as a result of producing and consuming them e.g satisfy my hunger and impact are the effect they have, usually on the longer term e.g got fat.

Outputs are the ‘what’ and outcomes are the ‘why’.

So ask yourself ‘WHY am I doing WHAT I’m about to do’ and if you can’t answer that clearly consider not doing it.

If it is unclear/fuzzy ,take a little time to make it clearer.

In designing your meetings – consider the ‘Purpose’ as your ‘Outcome’ and the agenda and the actions as the ‘outputs’.

At the end of your meeting – did your outputs make the difference that you expected in your outcome? [su_tweet tweet=”At the end of your meeting – did your outputs make the difference that you expected in your outcome?” url=”http://bit.ly/1VUJXCF” via=”amazemeet”]Tweet this[/su_tweet]

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Read more about Managing Outcomes vs Outputs by Deborah Mills-Scofield on Harvard Business Review

Stop Using Meetings For Synthesis Work

Use meetings to chart the course and finalise, not synthesising on the spot. [su_tweet tweet=”Use meetings to chart the course and finalise, not synthesising on the spot. ” url=”http://bit.ly/1VUJXCF” via=”amazemeet @helpscout”]Tweet this[/su_tweet]

Collaboration is not useful in every situation. When coming together as a group, people are better at planning and deciding on projects than creating separate pieces, and fixing them together.

To create and produce require deep work and alone time.

If you do this kind of work in the meeting, it not only makes the meeting unnecessarily longer, but also unproductive.

So next time, hold back from synthesising individual works during the meeting, do that in everyone’s own time, and only come together to decide and finalise.

Originally from the blog: https://www.helpscout.net/blog/bad-meetings/

The Daily 5 Minutes For Every Manager

Everyday managers would speak to at least one of their employees for 5 minutes without an agenda to nurture relationships.

“Managers keep a checklist of names so they don’t miss anyone and make this 5-minute talk a daily habit ” – said Rosa Say – acclaimed Leadership and Workplace Culture Coach.

Both sides will start treating each other like people as employees will share their family stories, their struggles and even ideas for improvement.

Managers will know their subordinates better as individuals, therefore gain a more accurate basis of judgment.

In the workplace, acts to facilitate employee-manager relationship are quite underused.

Making an effort to understand one another improves clarity of responsibilities and working expectations.

Originally from the blog of Rosa Say

Never Attend Any Meeting Without a Personal Goal

Have a clear personal goal attending any meeting. [su_tweet tweet=”Have a clear personal goal attending any meeting.” url=”http://bit.ly/1VUJXCF” via=”amazemeet @simpletonbill”]Tweet this[/su_tweet]

Ask yourself: as a result of this meeting, what can you know, how do you want to feel, what do you do after.

Bill Jensen suggests asking yourself these KNOW- FEEL- DO questions before attending any meeting:

KNOW: What is the one thing you must KNOW that you couldn’t get without attending the meeting? What information, action, advice?

FEEL: How you want to FEEL during the meeting? Included, active, to experience moments of new insights.

DO: As an outcome or result of this meeting, what is the one thing you expect to DO?

Don’t have the answers? Either don’t attend, or make yourself a clear purpose to address these questions during the meeting.

Originally published on medium by Bill Jensen

Image fun-fact: Speaking of setting personal goals, on May 25th 2001, Erik Weihenmayer reached the summit of Mount Everest – and still remains the only blind person to have ever done that.

One avoided meeting is one successful meeting

“The best fights are the ones we avoid.” – Mr. Han, The Karate Kid

How does this apply to meetings?

Of course not all meetings are a waste of time. But half of them are.

Like if you’re going to a fight, and know that there’s a 50% chance that someone, if not everyone, would get hurt pretty badly, would you wonder: what if there’s a better way to settle this dispute in a more peacefully and everyone can avoid getting injured.

My martial art teacher always reminds us: when somebody wanted to challenge you for a fight, or villainously approached you on the street – it doesn’t matter whether you can win the fight or not, you would say to them: “Stop, I don’t want this, go away”.

Ok, maybe it’s not that serious as getting injured, but the wasted costs of meetings in companies are quite significant, 37 billions in salary for US businesses. To understand in figure a bit more in a comparative way, check this out: 11 things the costs of wasted meetings could pay for.

In the workplace, wasted meetings bring about not only loss of money but also hours of possible productive time as people could have worked deeply on their own.

In a great TED talk , Jason Fried from Basecamp said that employees don’t like M&M (Managers and Meetings) because their work time is frequently being interrupted, and that’s why work doesn’t happen at work – they need a more suitable environment to create and produce.

Substitute meetings with collaboration apps or emails so employees get their quality time to be truly creative. [su_tweet tweet=”Substitute meetings with collaboration apps or emails so employees get their quality time to be truly creative.” url=”http://bit.ly/26jeld9″ via=”amazemeet”]Tweet this[/su_tweet]

At Amazemeet, all participants are expected to set Purposes and Agenda prior to the meeting, others can vote if this meeting is worth happening, or everything can be sorted out beforehand.

Give people their time to thrive, and stop having bad meetings. [su_tweet tweet=”Give people their time to thrive, and stop having bad meetings.” url=”http://bit.ly/26jeld9″ via=”amazemeet”]Tweet this[/su_tweet]

image credit: karate kids

What Is 37 Billion Worth To You

37 billion dollars is a lot of money, even by the standards of the ridiculously rich.

37 billion could purchase a major sports franchise. It could buy a major film studio and television production company .

To get even more specific, 37 billion dollars could purchase The Cowboys stadium 37 times over, roughly 30 percent of Apple’s entire stock, wipe out the debts of Panama, El Salvador and Costa Rica combined, 37 “Streets Of Monaco” Yachts, and contribute 9 times the budget of the United States toward The World Health Organization. Finally, 37 billion dollars could buy a one week holiday in Cancun for 10 million people who are reading this while fighting sleep in another terrible meeting.

See what else 37 billion can buy: 11 Things The Cost Of Wasted Meetings Could Pay For

At this very moment 37 billion collective sighs have gathered in unison in consideration of all the things that cannot be purchased. This might be considered an embellishment due to the fact that there are only 7 billion people on the planet, though who’s to say that there aren’t extra terrestrials out there sitting in awful meetings?

The point to consider here is that no matter how you look at it, 37 billion dollars is a lot of money, especially when it is discussed in consideration of wasted money; money wasted on company meetings.

So, how is this figure determined?

There’s the high percentage of employee and manager time that is spent in a meeting, thwarting productivity. And then there are those who admit falling asleep or bringing outside work into a meeting.

If these findings weren’t glaring enough, consider that most employees have reported feeling more exhausted with higher stress levels at the perception of a higher workload while watching the seconds tick off the clock in a board room.

Obviously, wasted money is never a sign of high productivity and company efficiency though [su_tweet tweet=”Wasted money is never a sign of high productivity and company efficiency.” url=”http://bit.ly/1oO7CG4″ via=”amazemeet”]Tweet this[/su_tweet] , what’s more important to understand is how this much money can better be utilized. If the average cost of a meeting is $338, not including CEOs and other high paid business leaders, then wouldn’t logic follow that less meetings would be a good start?

Many of the so-called “brightest minds in business” haven’t even made this correlation, so congratulations; you’re well ahead of the curve!

Alternatives

To play devil’s advocate, less meetings could have an adverse effect on business if the required company information isn’t presented and communicated through the appropriate channels.

However, identifying a problem without a viable solution is no different than simply ignoring the problem, so let’s explore some alternatives to meetings.

There are wikis, email lists and groups, teleconferencing, and instant messaging. Collaboration apps and software are one of the more cutting edge forms of communication which allow the meeting to become a relic of the past.

The ability to share files, exchange information, and assign tasks are a convenience of modern technology which serve the same purpose as a meeting, though much more efficiently.

There’s no excuse in this day and age to waste so much time and money in meetings. [su_tweet tweet=”There’s no excuse in this day and age to waste so much time and money in meetings. ” url=”http://bit.ly/1oO7CG4″ via=”amazemeet”]Tweet this[/su_tweet]

The statistics are glaring and if a business is to sustain and grow, it must evolve. Employees don’t want them, managers can’t afford them, and business has long since passed them by.

[su_tweet tweet=”Be a company that keeps up with the day, stays relevant, and builds with what is being saved. ” url=”http://bit.ly/1oO7CG4″ via=”amazemeet”]Be a company that keeps up with the day, stays relevant, and builds with what is being saved. [/su_tweet]

What are you going to do with your 37 billion?

Making Brainstorming Work; CEO of Medium on How To End Meetings

Making Brainstorming Work

Image: jeanbaptisteparis

To make brainstorming work, have two meetings to determine “what to do” and then “how to do it”.

Brainstorming if not properly conducted can waste time and creative juice.

To make it work, leadership influencer Dan Rockwell has a tip: Successful brainstorming calls for two meetings.

The first meeting is a “What might we do” meeting.

The second is a “How might we do it” meeting.

Divide the efforts and focus maximises creativity and follow through. [su_tweet tweet=”Divide the efforts and focus maximises creativity and follow through.” url=”http://goo.gl/kvHAa8″ via=”amazemeet @leadershipfreak”]Tweet this[/su_tweet]

Originally from the blog of Dan Rockwell

Tell Me What You Heard

Image credit: Paul Townsend

Explaining something to someone and not sure they got it – simply ask them to tell you what they understood you said.

In some cultures, the concept of “saving face” is very important.

Sometimes in meetings, when a person explains something and others don’t quite understand, they wouldn’t ask because they don’t want to be thought of as slow, lack of knowledge, or being distracted.

In other cases, it’s simply misunderstanding.

The consequences: misalignment, unclear expectations, may lead to recurring meetings in the future.

As you explain something to someone, make sure they got it by asking them to say what they have understood from you.

How To End A Meeting

Image: Robert McGoldrick

At the end of the meeting, have a “closing round” to give each participant a chance to comment on the meeting and know where the group is at. [su_tweet tweet=”At the end of meetings, have a closing round to give each person a chance to comment on the meeting .” via=”amazemeet @ev”]Tweet this[/su_tweet]

Ev Williams, CEO of Medium has a wonderful idea: The facilitator/host goes around the room asking everyone to make comments, say how they feel about what were discussed.

This allows people to get things off their chest and receive feedback about how the meeting can be improved. They might come up with ideas/ issues that are worth noted but otherwise ignored.

At Amazemeet, we have a section called “Off topics” so these points can be recorded – have you tried that?

Closing rounds can also get the ones who didn’t have a chance contribute to voice their thoughts. And most of all, these rounds can be fun and positive.

So try that out and let us know how it went!

Originally published by Ev Williams, CEO of Medium