7 Things you can do to make meetings matter
Ok … be honest. Do you give into “tech temptation” when you are bored in the boardroom? Secretly, and not so secretly, corporate citizens are finding new ways and new technology to check-in and socialize while in meetings. Is the current wave of “multi-tasking” a sign of the times, or simply disrespect and bad manners? Here are 7 ways that you can cut distractions and garner attention when you lead meetings that matter.
More than 50% report they secretly multi-task in meetings In a recent survey, more than half of all respondents reported that they secretly “multi-task” during meetings. And, with the increasing sophistication of tech devices, there are more ways to connect via notebooks, smart phones, pads, etc. How about a Bluetooth headset to listen to another conference call while attending a meeting! Perhaps, worse than the technology are all the venues, forums and means of staying connected and “always on”. With Netvibes and other monitoring dashboards, it’s hard to ignore all of the alerts and notices from Facebook, Twitter, favorite blogs, websites, etc. In addition to email, with IM and texting, the world now expects you to be “always on” and available for instant collaboration or exchange. Multi-tasking – Necessary Evil or Sign of Disrespect? To be honest, I’ve done it. When there is an important project or proposal I’ve scanned the smart phone to check status. But, here-in lies the temptation … once you start scanning email, it’s like a cocaine addiction, you just can’t stop. And, you know that if you wait until the end of the meeting, there could be dozens or even 100+ emails staring you in the face demanding your attention. But seriously, do you need to check Facebook during a meeting? Ok, maybe you actually have a work related “fan page” to monitor. But, like email, Facebook can get addictive. And, are you really on task, or are you plotting strategy on how to win Facebook Farmville or Mafia games? At the end of the day, only you can determine what is necessary. In the “old days”, it was a matter of respect to step outside of the meeting to take a call. With today’s “silent” IM and texting, should the same etiquette apply? Or, is ok to quietly, secretly multi-task during a meeting? Pet Peeves and Most Annoying Meeting Transgressions Most people are annoyed and frustrated by the actions of multi-taskers in meetings. According to Boland Jones’ survey, the most annoying transgressions are: 1. Side conversations – 72% 2. Checking personal emails – 58% 3. Zoning out (including sleeping!) 49% 4. Checking sports scores – 43% 5. Although not listed, IM & texting has to be high on the list What’s your biggest pet peeve about people doing other things in meetings? My biggest pet peeve is attendees using IM or texting to other attendees about the meeting, or its leader. Texting comments about the Retail U Professor during class are especially annoying! J Whose fault is it? Are the attendees responsible, or is it the leader who should be responsible for cutting distractions in meetings? Much can and should be said about personal manners and respect. But at the end of the day, the leader of the meeting or seminar has the ultimate responsibility to make the meeting matter and engage participants.
7 Things can do as a leader to make meetings matter
1. Clear meeting objectives and agenda. Minds wander when meetings wander off target and off topic.
2. Eliminate Death by PowerPoint. While PowerPoint can be useful, it can also lead to fire-hosing people with content and leaders that drone on reading slide after slide.
3. Actively listening begins with questions. Leaders need to engage participants through thoughtful open questions and dialog.
4. Actively listen by recording ideas. Respect is a two way street … if you solicit ideas record them on a white board or flip chart. Better yet, engage the participants in both brainstorming and recording.
5. Engage participants, especially with exercises. People learn most by doing … plus it’s harder to text and type while you are engaged in an exercise that is relevant and focused on application.
6. If it’s a long meeting, schedule breaks. The mind will absorb what the seat will endure. If the topic takes longer than 90 minutes, schedule a break. If the content fills a half or full day, schedule breaks … even specific email, texting, multi-tasking breaks.
7. Don’t drag out meetings – end early. Don’t fill the hour if the meeting doesn’t require it. By staying on task and on time participants will stay focus and be more focused at the next meeting.
As you lead meetings or seminars, take on the challenge of being responsible to limit distractions and participants wandering off in multi-tasking. Next time you catch half of the meeting secretly texting, emailing or otherwise distracted, simply take a “pregnant pause” … completely stop in your tracks, dead silent. As the participants stop typing and try to figure out what is going on, you can think about the best way to engender engagement and make the meeting matter.
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