Our meetings are looking a bit different now, with the vast majority of them now being held virtually as the COVID-19 pandemic uproots traditional in-person meetings in the workplace. As we navigate this “new normal” in the remote working environment, I immediately thought of a favorite article that was featured on Harvard Business Review a few years back. Titled “The Right Way to End a Meeting”, author Paul Axtell explains that if you end a conversation well, it will improve each and every interaction you have, ultimately creating impact. Too often than not, he goes on to explain, meeting discussions around the same issues are talked about over and over again but nothing ever seems to happen. When this ineffectiveness happens, not only does productivity suffer and action is delayed, but time is wasted as well. While the author of the article probably had in-person meetings at the forefront of his mind when writing this, the points made certainly are effective in the virtual setting as well, if not more so as our time becomes more and more valuable.
We are juggling more than every before in the information age where you can host or join a meeting from anywhere in the world at a moment’s notice. And especially over these past few months when workers are managing more than ever before during the workday, such as homeschooling their school-aged kids or caring for their young children and elderly parents, time is precious. Therefore, my top tips for meeting effectively in a virtual setting include:
1. Create a Meeting Agenda. Approach the conversation with an agenda as you would an in-person meeting, and ensure that every item is discussed on the agenda.
2. Schedule Wisely. When scheduling the meeting, be sure to allow for enough time in case there are multiple items to be discussed that are not on the agenda, but do NOT try and fill the time. Also, always allow for a 5 minute “buffer” for those who may have trouble logging in or finding the right web link to the call or video-conference.
3. Assign a note-taker, or consider recording the meeting. This allows for increased accountability and a streamlined way to communicate and share “actionable” items.
4. Begin with the HUMAN interaction. There is so much talk each day about the crisis' in our country that I try and start each meeting with a few minutes of something to lift everyone’s spirits before tackling the items on the agenda.
5. MANAGE the conversation rigorously. This component is key to ensure the discussion stays on track and everyone stays engaged.
6. RESPECT their time. Again, as workdays fill up with more household responsibilities then time is more limited to spend constantly in meetings. People really appreciate it when you respect their time and are more excited to book a call with you if they know you are focused and empathetic to their needs.
7. CLOSE the conversation with CLARITY.Clarity on next steps and alignment on any deadlines or items needing immediate attention & follow-through should be a top priority. Closure is more often than not the missing link between meetings and impact.
8. Post-meeting REFLECT. When the meeting concludes, think about if everything that needed to be accomplished was accomplished and if not, ask “how can it work better next time?” Then plan to re-work how your next meeting is run.
Do you have any good tips on meeting effectively? Share them with us in the comments section below!
Party Like It’s 2020: Throw a Car Parade To Remember!
This month, car parades are all the rage due to social distancing guidelines, and I think they will become the norm over the course of 2020 and that the trend is here to stay. As we physically distance ourselves from others as much as possible right now, it can feel like celebrating your VIP is out of the question. Don’t let that stop you. If the VIP lives on a relatively quiet and easily accessible street you can throw them a drive-by parade to remember! Here are some step-by-step ideas for how to make it happen while staying safe.
Step 1: Pick a Date and Location
Decide on a spot to meet (such as an empty parking lot) and a good time (we recommend a late morning on a weekend day) to hold the parade. The best thing about car parades is they can be held rain or shine. Avoid any car meet-up spots that may conflict with parking bans and be sure to give the town or city officials a heads up if you expect a fairly large turnout. Make sure you plan for a buffer so participants have time to gather in their cars at least 15 minutes before “Parade Time”! Identify arrival time: 15 minutes before parade begins it approach of the VIP. **Identify departure time to parade by VIP.
Step 2: Decide on a Theme
Identifying a theme allows participants to get creative with decorations is important. Choose something fun that will be exciting to others. Perhaps something the VIP enjoys, such as a sports team or fashion, or a play on words that rhyme with their name?! If no theme is designated? The theme of each car can be personalized by its passengers.
Step 3: Get People Involved
Ahead of the parade, use social media to get organized – Facebook, Messenger, Instagram, Zoom or send good old-fashioned texts and phone calls. You can even print invitations and leave them on porches and in mailboxes. Make sure you identify and appoint a designated photographer to take photos of the parade from the location of the VIP and to ensure someone captures the reactions of the participants and VIP. If you are expecting a huge turnout? It would be wise to appoint a designated “on-site manager” to assist with lining up all the cars in a pre-determined order and perhaps list the names of those in each car so they can then announce the celebrants to the VIP as they drive by the VIP!
Step 4: Prep Time! Shop Online, Create Signs and Make Crafts
Advise your guests to order their decorations online early to ensure their purchases arrive in time for the parade! Party stores and Oriental Trading Company have terrific products.
IDEAS:
*Banners these can be customized
*Metallic fringe to suspend from rear view mirrors
*Colorful markers in thick fonts
*White paper plates with your messages
*Wigs, costumes
*Noise-makers and household pots & pans, boat horns, party horns, and megaphones
*Silly props
Another fun idea is to surprise the VIP with hand-written messages and cards or other treats to be enjoyed post parade. Let participants know in advance if this is your plan and have an empty goodie basket on hand when guests arrive at the pre parade meeting location. MUSTS: Blue “painter’s tape” to hold signage on the car. Shipping tape works well for holding items on the windows of the car
If you are creative and want to design signs? The BEST signs include:
A big, blown-up picture of the VIP
Name of the VIP
Birthdate or graduation class year
You might want to include the name of those in the car on the sides of the car
Step 5: Decorate Your Vehicle & Get Ready…
Top tips for pulling off the FOOL PROOF car parade:
Decorate BOTH sides of the car so you can drive back and forth past the VIP!
Limit use of balloons – they tend to pop or blow off the cars
P.S. Wear masks at all times and continue to practice social distancing while decorating
Step 6: Make Some NOISE!
It’s time for the parade to start! Get those noise-makers ready. Get your car in position and open your sun-roof. Let the kids in the back seats peep out of the top of the vehicle. Why not?! If there are a limit number of cars? The organizer might suggest each car pass the VIP twice.
Once the onsite manager confirms that the VIP is ready and in position, it is “GO Time”. One by one, cars pass by the VIP. If the street is slow enough, cars can even pause in front of them, blast some music and have a “go crazy in the car” party!
