Mini-Masterclass on Meetings

Alright it's time for the WFH conversation. Remote work has caused a chasm between us and our colleagues, and we've accepted the new mantra "over-communication is better than no communication." A few weeks into this shift though, we found that we were spending more time in meetings without a meaningful change in productivity.

The new way of working has brought us here; and in effort to be proactive rather than reactive, let's examine those who are successfully navigating these uncharted waters.

I scoured the internet for these heroes of remote work, like Basecamp, Zapier and Buffer to find out what they're doing right. At Contento too, we're quickly realizing that there are some golden rules to having the best meeting.

Here goes.

Tip #1: Let them talk first

A meeting is minimally a two-sided engagement. You almost always go into it with intention, even if it's just to learn. Because we know people like to talk (especially about themselves) start with a question you are curious about. It'll open them up for a conversation, and develop rapport. It's also a chance to find out what's important to them.

Tip #2: Think creatively

How can we facilitate more creative environments? We know that when our minds are stimulated, we come up with more imaginative ideas - so play some music, do some jumping jacks, and start meetings with non-work conversation. Bill Campbell, the subject of Eric Schmidt's 'Trillion Dollar Coach' had each meeting at Apple and Google start with personal updates from the team.

BONUS: Bill Campbell also lists 5 key factors/characteristics that define the most successful teams, namely: safety, clarity, meaning, impact, and compassion.

Tip #3: Do a walking meeting

Turns out, walking meetings were a favorite of Steve Jobs. And you can see why. They have a definite beginning and an end, they help you bond better with the person you're meeting with (here's the science behind it), and they also help you jog your memory for the best ideas (since it's easier to retrieve memories when you are moving your eyes around). With ever-changing scenery and a little intention, we are sure to be our most dynamic selves.

Tip #4: Do your research

We are swept into the current of the conversation if we are not prepared. What is the agenda? Defining this and who is responsible or what roadblocks may arise is essential. You don't want to be drifting aimlessly in a (work-related) meeting. You do want to have done your research on the people involved.

Here's what you should know before jumping into a meeting:

1. What do you want to achieve from the meeting?
2. What do the participants want to achieve? What's important to them?

If you can prepare these points even in the last 15 minutes before a meeting kicks off, you'll end up saving each other's times and achieve goals faster.

Lastly, ask yourself- How can I be valuable to this person? Very much in tandem with tip #1, this one also seeks to create a mutually beneficial environment; this is less transactional and creates a stronger dynamic. If I can't directly have an impact, who do I know who can? Here's what works wonders for me. Several years ago, I created a document that functions as my own CRM, segmented by different verticals. Rather than relying on my memory, I can search by industry and make strong introductions when appropriate.

Tip #5: Follow Up/Action Items

It is critical to follow a meeting up with actions. There are few things more damaging than empty words in the long run. So at the start of every meeting, we've got the chance to be proactive and transparent - which means we can hold each other accountable.

First, try to avoid overpromising in a meeting. It's easy to exchange ambitious ideas when the creative juices are flowing, but it's also easy to get derailed. Execution and delivering on promises is fundamental not just for the project, but it also reflects on us and our character.

Second, establish clear action items as you leave the meeting. Set up a follow-up meeting date if need be, or a deadline for the next action item. Never underestimate the power of a deadline to get sh*t done.

BONUS TIP:

At the end of your day, review your calendar/action items list to make sure nothing has slipped between the cracks. It doesn't have to take more than a few minutes, and that consistency will let people know you can be counted on and will always follow through.