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Archive for the tag “focus”

12 ways of how to avoid death by meeting


12 ways of how to avoid death by meeting 

Meetings. Sometimes I think I the conference room is my office. How often do you feel that way, or have you been in more meetings than the workweek has hours?

Seriously, many meetings just keep on running on and on with little to nothing show for at the end of it in terms of getting tangible results. When folks get an even fuzzier picture at the end of the meeting than what they went in with, you will have some very unhappy campers to deal with sooner or later.

It does not need to be this way. Preparation is the key word in making a difference. Have you ever painted anything like a room or piece of furniture? If so, you may appreciate when I say that +75% of the total work going into this is the prep work leading up to it. The actual painting job takes a fraction of time. This is no different with meeting prep work. Properly executed this can save you many a nerves and of course time, money and frustration. Please also see the meeting planner free for you to use in the download area.

  1. Sit on a mental rock and ponder why you need to have a meeting in the first place. If you can avoid it, do not have it. Have personal conversations instead and make good use of your capability walking the four corners of your business.
  2. Clarify what kind of a communication you want to have. Is it a communication for interpretation? Communication for clarity? Communication for action? Communication for exploration?
  3. Identify the goal of the meeting. What is the desired outcome?
  4. Define location, attendees, time scheduled to start and stop. Make sure to book your rooms well in advance and all the props that you need.
  5. Who should attend? Err on the minimalistic side. More than five people at a time make for really slow meetings. Pay attention who of your people are visual, auditory, or kinesthetic. Make sure everyone is being considered.
  6. When you start the meeting make sure to start on time and end on time. Neat trick starting on time is to make the last person to arrive at the meeting the scribe. You will have some hilarious antics going on when you do this, but it has proven extremely effective.
  7. Define the roles of facilitator, scribe, and time keeper. Time keeper, no time to tread lightly on this; make certain that the time limits are kept.
  8. Plan out the topics that will be discussed. Upon starting the meetings give every team member a chance adding topics, or of course eliminating any.
  9. Sometimes it may be necessary having side bar meetings leading up the meeting that you are planning. When the topic is too vague, scope creep set in, or there are too many people in the main meeting, prevent major headaches this way.
  10. Scribe: Keep copious notes. For the technical savvy folks amongst you, use a version of the Meeting Planner on the Download page in your MS One Note folder and share it with the team members.
  11. At the end of the meeting go over the captured action items. Make absolutely, positively certain to doing this. Identify the responsible person to deliver results and by when.
  12. End on time. If you have a pattern of going over all the time, have a few meetings standing up. Trust me it helps keeping a fast pace and not to start rambling through the meeting agenda. If you must go over one hour time then plan on a 90 max meeting time before walking around, and get a bit of fresh air.

Nothing is worse than having a meeting for the sake of having a meeting. If need be, speak with you supervisor and take a break at no more than 90 minutes max meeting time.

Ralf

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2 ways how to be a better relationship builder and friend


2 ways how to be a better relationship builder and friend 

Have you ever wondered how some folks seem to be making people connections with ease while you struggled your way through with it? Some of us are truly born with this trait and are blessed in life with their relationship building talents. For anyone who struggles with this there is hope, because once you realize that you are in need of help there is a way how to get much better at it.

Some time ago I was interviewing a group of senior citizens on behalf of a church-visioning group. That is when the two simple ingredients to relationship building hit me like a freight train. My interviewees not only told me what they thought builds a sense of community, but here I was an almost total stranger who when he left, left as a new friend. This was due to the two main ingredients:

  • You need to spend some time with people. When you want a better relationship, you need to first invest in it. Start by you willing to spend some time with the folks you want to have a better relationship with. Here you may start with an e-mail or phone call. Ultimately, you are better off making time for a face-to-face interaction. Communication is a full body experience. Seeing and hearing the other person provides a much better opportunity to mutually understand each other at a deeper level.
  • You need to genuinely care. Can it be this simple? The concept is simple, but the execution thereof is much tougher because caring is something that you cannot fake. Caring comes in a few dimensions. You need to be willing and capable of demonstrating empathy and compassion.

Relationships are not owed to you – they are earned. They are earned one by one. Think of the folks that you end up with as your tribe. This is your own little microcosm that is often described with the over- and abused term “community”. A true community cares about others and certainly will bring the time it takes helping one another. Now it is your turn to make your contribution. Spend the time and care about others and they will start caring about you.

Ralf

5 reasons why making New Year resolutions do not work and 3 strategies making them stick


5 reasons why making New Year resolutions do not work and 3 strategies making them stick 

How can you tell that it is resolution time at the beginning of a new year? Very simple: The ads for weight loss and smoke quitting programs just cranked up and are off the hook on TV. Sure, it makes sense because the end of a year lets you reflect upon the year that has passed and you ponder what you should do with the upcoming year. Before you know it you think about a resolution and come January 1st you start with it.

Problem is that they typically do not work in the long run. The vast majority of folks barely make it through a week or two before they light up another cigarette again, or they end up gaining weight and quit regular exercising. It happened to me, and I am certain it has happened to you as well. In fact I no longer believe in making New Year resolutions (mind you that is different from goal setting). Here are a handful of reasons why they do not work in the long run:

  • It is not organic. So you wait around for the end of the year to roll around and then all of a sudden you come up with a completely new pattern you want to establish overnight. Good luck with that. Most changes in culture take time – a lot of time and certainly more than the weeks or months you have dedicated to reach your short term goal.
  • Guilt is not a good motivator. Most resolutions are based on “guilting” you into staying on course while you are implementing your new behavioral pattern. What happens when you are sick and tired getting stressed out about your personal guilt trip? It’s stress and neither body nor soul like that stress.
  • Peer pressure isn’t powerful enough. You put yourself out on Facebook and perhaps you are brave enough to fess up to your family and friends what you promised you would do to get to your desired goal. So what? Most family, friends, and even co-workers are too polite to ever say a word to you. What is the point then? I do stand corrected with one measure that I have recently come along. Having an accountability partner has been fun and may prove to be the only worthwhile peer pressure tool though.
  • It does not deal with the triggers. Your patterns and habits all have certain triggers why and when you do things. You do not deal with the triggers and of course you will go down the old comfy ways – it’s like you are going down a beaten path with the know reward at the end.
  • Rarely is there a plan for what comes after reaching your goals. If you are part of the group of people who are successful at sticking to their resolutions and reach their goal, you may end up running through open barn doors. Meaning, that without the pressure and end goal on your mind, your mind will most likely fall into the same habits again eventually as the triggers and rewards will still be around and you just blindly follow them again. Ouch!

Sound familiar? If it does, there is a different way of dealing with changing your bad habits. How do habits, good, bad, or indifferent work? You need three key elements:

  1. Trigger: Habits have a trigger that is so engrained into your brain that it initiates a certain behavior / action anytime that it comes along. Keep a log of what is leading up to a habit that you want to change. Raise your own awareness about what happens and when. Do not worry that it happens; make sure that you know when the triggers come your way.
  2. Action: Any trigger sets off a certain behavior that follows it. This is the behavior that you want to make a lasting change to. Log your behavior again and keep this in the back of your head for the time being.
  3. Reward: Any action has a reward. This is why addicts become addicts. The reward can be so powerful and all but intoxicating you with positive endorphins. This is a drug like substance your body produces and it provides you with a sense of intense well-being – even if the activity is super bad for you.

Now you have 3 key areas where you can make a lasting change. Amend any of the three and you will get to have different results. Instead of telling your brain constantly what you do not want to do, you tell it what you should be doing in order to get a reward. Now you need to define what the reward is. That is the tougher part as you want to come up with something that is fun, or exciting as the bad stuff you want to get rid of.

Do not get me wrong, I am not telling you to not make resolutions. If it works for you, great. Go for it! It has not worked for me. I am asking all the others of you to make sure that you do this with the right reasons and end in mind. Overall I still think that resolutions are the telex and telefax of yesteryear and even e-mail is too slow anymore. Dinosaurs. They are also not around anymore. Take a look at your old dinosaur behavior patterns and think about how you can alter trigger, action, or reward in your favor.

And when you fall off the wagon, do not worry. We are all humans and stuff happens. We will love you the way you are anyway.

Ralf

6 strategies how to not feel lonely on top of the leadership ladder


6 strategies how to not feel lonely on top of the leadership ladder 

Photo credit: Pablo by Buffer

Getting to be the boss is sometimes not at all what you thought it was going to be. You figuratively move up the ladder and the higher you step the less of a handrail you can hold on to for support and guidance. It can be outright lonely and while you are moving up, there is less and less support to grab a hold of. The stress rises and you are going to miss feedback where you stand with people. Watch out, because it can get worse. What you do hear may be carefully chosen, pre-filtered, and sometimes outright blatantly incorrect information. Candor gets rarer and rarer.

When you do a great job at work there is a good chance that you will progress up the career ladder. Before you know it you manage people, a department, and perhaps the whole company. All of a sudden it is like you have moved from one aisle in parliament to the other. People who used to be your colleagues are now your direct reports and their eyes are on you as well as from the people whom you report to. Game on: It is you versus them. You did not want for this to happen at all though.

Before you know it your stomach is in a knot because you may not know whom and what to trust anymore. Why do you think celebrities and really rich and successful CEO’s are in the news about their sometimes questionable public behaviors and organizational decisions? Sure, some folks cannot help themselves and it is their ego and narcissistic behavior that gets them into trouble. It just does not apply to the vast majority of leader-managers.

Does this sound like you? Painful, isn’t it? One powerful example how a successful manager avoided this dead end situation, was that he had been lucky enough to have an ex monk on staff. In the book titled “The CEO and the Monk” the monk became the spiritual adviser to the CEO more or less due to serendipity. Any of the CEO’s decisions – good, bad, or indifferent – had an impact on the organization and the monk provided extremely candid feedback that no one else felt safe conveying. The CEO was thus able making more long term sustainable decisions with a high degree of employee morale. He was in luck because he had had help. That is not what the average leader goes through though. You need not look for a monk though order to organize a well working support structure for yourself. With a few strategies you can do just as well on your own:

  • Listen well. Actually, what comes before that is to simply park your ego and ponder how you can make the life of your people better. When you do this the better listening part comes all but automatically. What does park your ego mean? Do not take yourself so seriously. It is not whether or not you succeed; it is about that your job is such that your team and team members succeed.
  • Seek candid feedback. Sounds easier said than done. Then again, you have the greatest impact on this. Candor can only happen when there is a trustworthy and safe environment for the people to actually share how they really feel and what they think is the best path moving on forward. That is your choice. Nothing is worse than reaming people out, chastising them in front of others, taking their information and immediately turning it on them or others, and many more of such examples destroy trust (remember: trust is what your organization sells and needs in order to survive and thrive). You just managed to never again get a good picture of what is going on again.
  • Walk through the office and shop floor from wall to wall. Get to know your folks. You think you may not have time, well, then make time. Not only is it good for your health to get up and move around at least every 90 minutes, but you have the prime opportunity to bond with people on a personal level. Sometimes you will notice people struggling with their jobs, calls, the striking scanner or printer. Help out and while you are at it you may want to ask what one the one most important thing that needs to change is in order for the department or company to survive. Be ready to do something with the knowledge and provide feedback.
  • When you mutter the words “open door policy” mean them. If your door is only left open because you like a fresh breeze or you like the view, I see some really intense self-reflecting and re-adjusting in your near future, or your chair may be facing a different occupant soon. Seriously, so much has been written about how important it is providing genuine and sincere one-on-one time for your employees. Put the phone on do not disturb, look at the team member and not your oh-so-important paperwork or Outlook schedule. Be there in the moment with the one who interrupted her day to speak with you. This is show time for some candor and fertile ground for growth of you, the employee and the organization.
  • Speak with your peer supervisors and leadership. Often, the people reporting to you would rather confide in other people. No need to get upset about this (remember? Park your ego!). Embrace the trust that your fellow manager enjoys. You two can really do wonders for the employees and the organization if you are using the information wisely and to the benefit of everyone. You can help the other supervisor by returning the favor. Keep in mind that the common denominator for all of the above measures is trust.
  • This is no time for favorites. Favorites are for TV shows, movies and perhaps sports. Here you do not want to only listen and speak to people that you are the most familiar with, or that you like dealing with the most. Favoritism will no doubt to an unsustainable form of leadership. People who need to listen to you all the time, will only do so reluctantly and at the end tell you what they think you want to hear. On the other side of the spectrum, folks that you normally do not speak with you, will be even less likely speaking with you if you do not make the effort first.

Hopefully you got a little comfort out of this blog post. Candor flourishes when you as the leader allow for it to happen without any, and I mean any, repercussions. Provide a safe, ethical and positive environment and you will be amazed how many problems seem to fix themselves. It is like nailing guard rail extensions to your success ladder. There is no way but up for your team, you, and the organization.

Ralf

 

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