Tag Archives: Meeting

The Rest of the Meeting

12 May

pexels-photo-260689.jpegFor many of us, being invited to contribute more broadly to leading a business, at times beyond our domain expertise, is the greatest compliment we can receive in our work. I lead a global function within an organization and contribute to several cross-functional leadership teams that manage the business. I work with a team of others that do the same – lead a part and contribute to the whole. What this typically equates to is that in a given 2-hour team meeting, 10 minutes will be planned for review of the KPIs, updates and decisions that need to be taken for my part. It is important to be well prepared to effectively manage your part of the agenda, but it’s been my experience that this time is usually cut in half through the normal course of the meeting. Or, if you’re allocated more time, it’s not because it’s going really well. The most effective colleagues I have worked with over the years adapt to accomplish their objectives AND actively contribute to the rest of the meeting.

Being able to accomplish your objectives in this normal course of business should be anticipated and is a team member’s responsibility. If it’s our meeting then we are accountable for the whole agenda. How we engage in the rest of the meeting can be analogous to how we operate within the organization. We can just show up, we can only focus on our tasks and lament when our agenda isn’t granted priority over others, or we can view ourselves as a member of the team accountable for the whole agenda and make a difference in the rest of the meeting. Having the perspective and preparation to succeed in the rest of the meeting can be developed in both process and content.

To be effective in the process, we have to develop our perspective and skills. Our perspective (i.e., attitudes or paradigm) on the team, our role on the team and our individual and shared objectives informs what we endeavor to do. We also have to be skilled in our preparation and interactions to show up on the job beyond intentions.

Here are a few resources I’ve found helpful:

As we learn the various facets of the work of the team and the relationships and dependencies that exist between them, the content (i.e., business acumen) of the team’s work can be the most daunting gap to bridge. When transitioning to a new role, the content is new and you will have a lot of questions. One example to illustrate this is in how a company manages finished goods inventory. In order to contribute to the rest of the meeting for a team that has to manage finished goods inventory effectively, the questions you have to understand include:

  • Why is it important? What happens if we have too much? What happens if we have too little?
  • Where does it come from? Is it sourced or made internally? What are the lead-times to receive more? What is the capacity of the supplying producer?
  • What causes or triggers it to be sourced?
  • How do we pay for it? How do we get paid for it?
  • If we have too much and need to reduce, do we have the right commercial team to increase consumption and what does that do to our production workforce and for how long?
  • If we have too little, do we have the right talent in the right quantity to ramp up?

Beyond the perspective and skills to effectively contribute to the rest of the meeting, we need to understand the content of the meeting.  Curiosity is the key. Do not believe enduring ignorance will go unnoticed. By noting what you do not understand to research and seek mentoring from your colleagues to better understand their part of the business, you can both improve your knowledge and build your relationships.

It’s a choice. You can fixate on your part of the agenda and hope the space you’re given fulfills your expectations or you can take accountability to contribute to the rest of the meeting and make a difference.

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Fundamentals: One-on-one meetings

29 May
partnershipLeadership is socially demanding. Interaction with those you lead (and hopefully serve) is necessary. I’ve found that it is very unlikely that we as leaders will consistently behave as we wish to – recognizing, coaching, supporting, developing, empowering and engaging…more – without creating some type of structural space/time and process to enable it. A practice that I use and recommend is creating a norm around meeting with each member of your team for one-on-one discussions to focus on their personal learning and performance.
Commit to meeting with each of your direct reports on a consistent frequency. For me, the minimum is 30 minutes bi-weekly. It’s their meeting, so I ask them to schedule the time in open space on my calendar at a time that works for them, booking 3 – 6 months into the future. I’m available for more if they want or need it. Our meetings do get moved as needed, but very rarely cancelled.
I require a written update around a loosely structured agenda built around roles I want to play as their leader:
  • to provide recognition – My Accomplishments (what have you accomplished since we met last?)
  • to serve their needs and support them – My Needs (what can I do that will be helpful to you?)
  • to build trusting relationships – FYI’s (no action needed updates), My Team (skip-level updates)
  • to engage and develop – My Development (what have you planned or accomplished to learn, experience and connect to develop yourself?)
  • to coach and empower performance – My Project Updates (what’s the status / how are you planning to progress?)
The purpose of the written update sent in advance is it allows us to make better use of our time together discussing and responding to the situation rather than using our limited time describing it.
Feedback I’ve received on the process:
  • I get a sense of satisfaction reporting my progress and it forces me to acknowledge ownership of my work.
  • Conversely, knowing the time is coming where I will report on my status and what has been accomplished (or not) also motivates me; I want to avoid having nothing to report but excuses.
  • I like having the consistency. It’s easier to get my needs met without feeling I need to “interrupt” as often.

I’ve provided the same update to my bosses over the years and the process makes me better. One thing that is certain is that if I, as the leader, didn’t set the expectation and require the process, entropy would set in; preparation and the good use of our time would end and I’d likely have what most others do with their time.

Committing to this structure and process makes me a better leader and my team members better performers. It also scales really nicely for those of us that manage global, remote or virtual teams.
If you decide to give it a try, let me know how it works for you.
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