Going further going with others

There is an African proverb that I remember Simon Sinek used in a recent book:

"If you want to go quickly, go alone. If you want to go far, go together."

I think that quote holds some truth. Yet, it also contains a question for many of us. That is, how do we encourage others to go with us on a journey? How do we motivate them to move with us in a direction that has value? I'll provide some answers to this question from a recent experience I had in leading a training event for Toastmasters. 

Last year, in December 2019, I was given the opportunity to organize the Spring 2020 Toastmasters Leadership Institute (TLI) event a month later. With just a few weeks to pull logistics together, I had to quickly learn what needed to be delivered and whom I needed to coordinate the effort.

For TLI, step one was to gather all the details. Fortunately, the Area 76 Director, and I started documenting as much information as possible. I created a "mind map," which is a tool I use to get myself organized. Mind maps have been popularized in the last few decades by Tony Buzan, and I highly recommend them.

Using information that she provided along with other speakers and area directors, I was able to piece the picture together of what needed to be delivered. From there, I could start to formulate a plan. This plan was one that the team coalesced around and committed to implementing. 

Plan creation is one of the critical elements of motivating others. While people will follow, they also want concrete steps. A plan provides just that.

To continue the TLI plan build-out, I needed to engage with the host site coordinator. She and her team at MetLife Innovators Toastmasters were ready to deliver. Willingness to support the project made my job much more manageable. I met with her in mid-January, about 11 days before the event. 

What she needed from me were expectations – step-by-step from arrival to parking to participation to refreshments to close and clean-up. Along with this, she stressed the need to ensure security for MetLife and the host site. They had recently experienced a safety concern. She needed confidence that we were open and transparent with our needs, logistics for the event, and compliance with security protocols. 

The next step I took was to create a Slack channel to exchange information from all key stakeholders in the event. This tool provided much more natural communication between all parties and facilitated the exchange of data much faster. That included lists of attendees and needed audiovisual arrangements. If you haven't heard of Slack, it's a helpful web tool and mobile app that combines instant messaging, email, and document management. If everyone uses Slack, then information flows very smoothly.

From this step, my second observation about motivation is this: transparent collaboration is critical. Using Slack, all stakeholders could communicate openly and exchange information quickly through a computer, email, and even a smartphone.

Another critical element that I provided as part of TLI planning was a matrix of roles and responsibilities. With the area directors' assistance, we identified all positions for the day of the event. My job was to solicit and engage potential volunteers. I had to make sure they knew their jobs. More importantly, I had to ensure they were committed to the reason behind the event and its importance.

On January 25, 2020, the weather cooperated, and we had well over 80 Toastmaster club members attend TLI Extra. Many were last-minute attendees. It was great to see critical leaders from my club, Cary Club Toastmasters, there. 

As always, Murphy from "Murphy's Law" came as well, and we had a small snafu. As I mentioned, MetLife made safety and security a priority. Everyone needed a temporary badge, and that meant logging into the MetLife check-in system. Given the importance of the event and their commitment to its success, several MetLife Toastmaster volunteers quickly came to the front to help expedite the process by typing in information for guests and interfacing directly with the guards.

In motivating others, if everyone is clear on what their job and role is, I found that it becomes easier for others to commit. Further, sometimes, when things don't go exactly right, people will go the extra mile when they understand the importance of the event.

In summary, my work in the TLI event provided me with the following insights about motivation. First, it is essential to know the expectations of any effort and to have a plan. Second, it is crucial to collaborate efficiently. Finally, it is vital to make sure everyone is clear on their responsibilities and knows the bigger purpose. Then, when things do go wrong, some individuals will go the extra mile to make things right. 

Next time you undertake a project or an effort, decide whether you want to go fast or go far. If the latter, I hope my advice will be beneficial.