video fatigue

 “Video fatigue” comes from many factors, such as the difficulty of making real eye contact with meeting participants (known as “gaze awareness”). Research by Microsoft shows that concentration begins to fray about 30-40 minutes into a meeting, and that stress begins to increase after about two hours of videoconferencing. 

Scott D. Anthony, Paul Cobban, Natalie Painchaud, and Andy Parker

“3 Steps to Better Virtual Meetings,” Harvard Business Review. February 19, 2021

what is on-track?

Agree on the track before going down it. Team members can’t be off-track if the team hasn’t agreed about what track it’s on. If your team doesn’t explicitly agree on the purpose and topic for each part of the meeting, then team members will use their own understanding to decide what is on-track. Because members will naturally have different interpretations, one team member’s comments can easily seem off-track to others.

Start your meeting by saying something like, “My understanding of the purpose of this meeting is X; does anyone have a different understanding, or think we need to add anything?” Even if you called the meeting and set the agenda, this ensures that if people think other issues need to be addressed, they can say so, and have them considered for the agenda, rather than raising them as off-track items. If it’s not your meeting and there is no agenda, simply ask, “Can we take a minute to get clear on the purpose and topics for the meeting to make sure we accomplish what you need?”

Roger Schwarz

“Dealing with Team Members Who Derail Meetings,” Harvard Business Review. September 20, 2013 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

only the right people

For a meeting to be useful, you have to have the right people — and only the right people — in the room. With too many attendees, you may have trouble focusing everyone’s time and attention and accomplishing anything; with too few, you might not have the right decision makers or information providers in the room.

As you plan your attendee list, consider who will help you to accomplish your meeting’s goal and those who will be most affected by its outcome. Most likely this is a combination of people who will offer a variety of perspectives. Take the time to methodically list the individuals in each of these categories to make sure you include the right people:

• The key decision makers for the issues involved
• The ones with information and knowledge about the topics under discussion
• People who have a commitment to or a stake in the issues
• Those who need to know about the information you have to report in order to do their jobs
• Anyone who will be required to implement any decisions made

HBR Editors

“How to Know If There Are Too Many People in Your Meeting,” Harvard Business Review. March 18, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

ban devices in meetings

Both experts agree this is a good idea, for two reasons. First, devices distract us. Gino points out that many people think they can multitask—finish an email or read through your Twitter feed while listening to someone in a meeting. But research shows we really can’t. “Recent neuroscience research makes the point quite clear on this issue. Multitasking is simply a mythical activity. We can do simple tasks like walking and talking at the same time, but the brain can’t handle multitasking,” says Gino. “In fact, studies show that a person who is attempting to multitask takes 50% longer to accomplish a task and he or she makes up to 50% more mistakes.”

Amy Gallo

“The Condensed Guide to Running Meetings,” Harvard Business Review. July 6, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

the “prior” thing

The word “priority” entered the English language, via Old French, sometime in the 14th Century. Deriving from the mediaeval Latin word prioritas (“fact or condition of being prior”), the word meant “the most important thing”—the “prior” thing or the thing with precedence.  When it was first coined, the word “priority” had no plural.  You could only have one priority. 

Sometime in the middle of the 20th Century, almost certainly related to the rise of corporate and office culture, the word “priorities” began to appear. Now people began to claim that they had more than one “most important thing.”  They could have three or five or 14 priorities.  A client once shared with me a deck laying out his business’s “Top 30 Strategic Priorities.”  Sadly, if you have 30 priorities, you really have no priorities: no organization can even remember 30 things, never mind focus on them all.

Mark Nevins

"What Are Your Big Rocks?" Forbes. January 21, 2020

these little minute things

I am always for the consideration of these little minute things that concern us to-day. We should always be engaged in doing the things that belong to to-day. There is but one course that you and I can pursue and be right, and that is, to be sufficiently humble to look at the most minute fibers. The large roots of a tree receive their nourishment through the little fibers, and they receive it from the fountain; and then that nourishment is sent through the mains trunk of the tree into the limbs, branches, and twigs. 

Heber C. Kimball

Journal of Discourses, Vol.8, p.328

the behaviors of engaged teams

Engaged teams are productive, enthusiastic, and focused. But how can managers keep a pulse on their team when these are very subjective traits to measure?

Engaged teams and employees often:

• Confide in and show trust in their leadership team
• Identify problems and take on challenges proactively
• Work with a win-win mindset
• Provide better performance on day-to-day tasks
• Work with purpose and reevaluate priorities without instruction
• Challenge priorities and push back on assignments when they don’t see the value of them
• Collaborate with team members (and other departments) with a positive attitude

On the other side, disengaged teams and employees do the following:

• Shuffle responsibility from person to person
• Approach projects with a defeatist attitude
• Prioritize individual work over teamwork
• Fail to speak up or contribute during team meetings
• Come to one on ones without any agenda items 
• Fail to follow through on commitments

These are the telltale signs that something has gone awry. Yet, managers may not have the visibility to identify these signs early when managing remote and distributed teams. 

Marlo Oster

"How to Increase Remote Team Engagement" Workpatterns. December 10, 2020

encourage a certain behavior

Hammers, buckets and earplugs. Suns Head Coach Monty Williams is bringing his metaphors to life in the Suns locker room and the players are listening and buying into his methods.

Williams has presented his team physical items to further his teachings and help his players remember his lessons going further. The Suns locker room is currently lined with large white buckets at the top of the lockers as a reminder to each player every day.

“We had the buckets made and we put 'Everything counts' on it,” Williams said. “It's just a metaphor, a symbol that the bucket is your career. Everything you do counts. Whether it's getting one more hour of sleep, getting a massage, getting your work in, video work, everything is important. Film study, talking to your teammates, communicating on defense. It all goes into that symbolic bucket.”

Following practice last week, one by one the players exited the locker room with hammers and earplugs to take home. The Suns are off to their hottest start since 2009 at 6-3 and are making national headlines, but Williams wants the team to stay focus and tune-out any outside noise.

“The earplugs were so guys would be selective on what they listened to,” Williams said. “You start hearing all [the talk], people sending me articles, delete, sending the articles, delete, send, delete. You see the stuff on TV and naturally you want to listen to that stuff. For us to really focus on the process, I just thought of a goofy idea to go out and buy earplugs and the hammer.”

Williams got the idea for the hammers from his time in San Antonio working with Head Coach Gregg Popovich in order to push the concept of continuing to pound the rock.

“The hammer was, we got to keep working,” Williams said. “If you've been in San Antonio, you have a familiarity with the Jacob Riis poem with the stone cutter. In San Antonio, we just talk about pounding the rock and that's basically what we do there. I wanted to bring some of that stuff here. The hammer was symbolic of the work that you've got to put in everyday and the earplugs were to just tune out all the nonsense because it doesn't mean anything.”

Williams admits that the idea behind gifting his players a hammer and earplugs may come off as goofy or corny, but that the information that is processed matters above all else.

“Coaches, we try to do anything to help our players remember or encourage a certain behavior or a certain atmosphere,” Williams said. “It's just an effort to try to keep this thing from being so monotonous and boring. I just care about our guys and we just try to do things to help them see that.”

Cody Cunningham

"Williams Goes Beyond the Clipboard in Teaching Lessons in Suns Locker Room"  Suns.com November 11, 2019

a giant waste of time and money

[Internal meetings] can be a "giant waste of time and money," [JPMorgan CEO Jamie] Dimon wrote. If a meeting is absolutely necessary, the organizer needs to prepare a focused agenda and send around materials in advance; and the meeting participants have to reach clear decisions.

Sound familiar? Other business leaders have expressed the same squeamishness around unnecessary meetings.

Amazon CEO Jeff Bezos, for example, often starts meetings with a period of silence so that everyone can read over the materials and think about what they want to say. That way, the rest of the meeting is more productive.

Meanwhile, Elon Musk reportedly tells people who stay quiet in meetings: "You haven't said anything. Why are you here?"

Shana Lebowitz 

"Jamie Dimon says bureaucracy is 'a disease' — and JPMorgan takes 5 steps to combat it" Business Insider. Apr. 5, 2018

where the magic happens

Listening can be a challenging skill to master. In our management development sessions, we find it helpful to highlight three levels of listening:

Internal listening is focused on your own thoughts, worries, and priorities, even as you pretend you’re focusing on the other person. In our sessions, we usually illustrate this type of listening with a simple prop — an iPhone. People laugh, not because it’s funny, but because they recognize that this type of listening is what they often do themselves.

Focused listening is being able to focus on the other person, but you’re still not connecting fully to them. The phone may be down and you may be nodding in agreement, but you may not be picking up on the small nuances the person is sharing.

360 listening. This is where the magic happens. You’re not only listening to what the person is saying, but how they’re saying it — and, even better, what they’re not saying, like when they get energized about certain topics or when they pause and talk around others.

When I close my laptop and it’s just me and the person across the table, there’s a connection. There’s energy. There’s the reminder of what’s possible if we focus on what the other person has to say. I’m reminded of why what we’re building together matters.

Melissa Daimler

"Listening Is an Overlooked Leadership Tool" Harvard Business Review. May 25, 2016

being present becomes the cornerstone

Like all CEOs, Dominic Barton, global managing director of McKinsey & Company, has a daily schedule of back-to-back meetings. All of these meetings are important, all include complex information, and most require far-reaching decisions. Under these conditions, being present moment to moment, meeting after meeting, is a challenge. But in Barton’s experience, presence is not a choice. It’s a necessity.

“When I’m with people during the day, I’m doing my best to be focused, I’m present with them,” he told us. “Part of this is because I get energy from being with people. But the other part is because if you’re not focused, if you’re not present, it’s discouraging to the other people. They lose motivation. If you’re not present, I think you may as well not have the meeting. It can sometimes be difficult to do, but it’s always important.”

The person in front of you does not know what you were dealing with a moment ago, nor should they. It’s your responsibility to show up and be fully present to effectively use the limited time you have with each person you meet.

Barton believes being mindfully present requires discipline and skill. It takes discipline to stay on task, not letting yourself be affected by nagging challenges or distracted by mental chatter. And it requires skill to have the mental ability to stay laser focused and present. When he’s present throughout his day, he finds it deeply gratifying. Being present becomes the cornerstone to getting the most out of every moment with each person.

Rasmus Hougaard and Jacqueline Carter

"If You Aspire to Be a Great Leader, Be Present" Harvard Business Review. December 13, 2017.

he was actually there

Some years ago, we worked with a director of a multinational pharma company who’d been receiving poor grades for engagement and leadership effectiveness. Although he tried to change, nothing seemed to work. As his frustration grew, he started tracking the time he spent with each of his direct reports — and every time he received bad feedback, he pulled out his data and exclaimed, ”But look how much time I spend with everyone!”

Things improved when he began a daily 10-minute mindfulness practice. After a couple of months, people found him more engaging, nicer to work with, and more inspiring. He was surprised and elated by the results. The real surprise? When he pulled out his time-tracking spreadsheet, he saw that he was spending, on average, 21% less time with his people.

The difference? He was actually there.

He came to understand that, even though he was in the same room with someone, he wasn’t always fully present. He let himself become preoccupied with other activities or let his mind drift to other things. And, most of all, he’d listen to his inner voice when someone was talking. Because of his lack of presence, people felt unheard and frustrated.

Rasmus Hougaard and Jacqueline Carter

"If You Aspire to Be a Great Leader, Be Present" Harvard Business Review. December 13, 2017.

years of effort

One of the biggest New Year's resolutions clichés involves someone saying they'll start going to the gym three times a week, attacking the goal passionately at first, and then fizzling out by mid-February.

According to [Jocko] Willink's explanation, the reason why such a resolution is so easily broken is that it's isolated and flexible. The alternative is to incorporate a level of discipline into your entire life, shifting your mindset and adjusting routines as necessary.

So instead of saying that for 2018 you'll go to the gym three times each week, set aside some gym clothes tonight, wake up 30 minutes earlier than usual tomorrow, and exercise. Keep forcing yourself to do that every morning, not three out of seven, and don't worry about annual goals at first.

"Getting stronger, healthier, smarter, wealthier — getting better — none of these things happen from a mere one day of effort," Willink said. They all takes weeks, months, and years of effort for results to show."

Richard Feloni

"A retired Navy SEAL commander explains exactly why people don't stick to their New Year's resolutions — and how you can do better" Business Insider. January 2, 2018.

levels of listening

There are different levels of listening. Not every conversation requires the highest levels of listening, but many conversations would benefit from greater focus and listening skill. Consider which level of listening you’d like to aim for:

Level 1: The listener creates a safe environment in which difficult, complex, or emotional issues can be discussed.

Level 2: The listener clears away distractions like phones and laptops, focusing attention on the other person and making appropriate eye-contact.  (This  behavior not only affects how you are perceived as the listener; it immediately influences the listener’s own attitudes and inner feelings.  Acting the part changes how you feel inside. This in turn makes you a better listener.)

Level 3: The listener seeks to understand the substance of what the other person is saying.  They capture ideas, ask questions, and restate issues to confirm that their understanding is correct.

Level 4: The listener observes non-verbal cues, such as facial expressions, perspiration, respiration rates, gestures, posture, and numerous other subtle body language signals.  It is estimated that 80% of what we communicate comes from these signals. It sounds strange to some, but you listen with your eyes as well as your ears.

Level 5: The listener increasingly understands the other person’s emotions and feelings about the topic at hand, and identifies and acknowledges them. The listener empathizes with and validates those feelings in a supportive, nonjudgmental way.

Level 6: The listener asks questions that clarify assumptions the other person holds and helps the other person to see the issue in a new light.  This could include the listener injecting some thoughts and ideas about the topic that could be useful to the other person.  However, good listeners never highjack the conversation so that they or their issues become the subject of the discussion.

Each of the levels builds on the others; thus, if you’ve been criticized (for example) for offering solutions rather than listening, it may mean you need to attend to some of the other levels (such as clearing away distractions or empathizing) before your proffered suggestions can be appreciated.

Jack Zenger and Joseph Folkman

"What Great Listeners Actually Do". Harvard Business Review. July 14, 2016.

a little neglect

A little neglect may breed great mischief; for want of a nail the shoe was lost; for want of a shoe the horse was lost; and for want of a horse the rider was lost, being overtaken and slain by the enemy; all for the want of care about a horse-nail.

Benjamin Franklin
Autobiography and Other Writings by Benjamin Franklin, edited by Russel B. Nye. 1949. p.171

we are in command

When we set goals we are in command. If we know where we are going, we can judge more accurately where we are now and make effective plans to reach our destination. If we keep a goal firmly in mind, we will know when we have reached it. This gives us a sense of accomplishment and the challenge of establishing fresh, new goals - always keeping the long-range objective in mind. If we can state our goals clearly, we will gain a purpose and meaning in all our actions. Clearly understood goals bring our lives into focus just as a magnifying glass focuses a beam of light into one burning point. Without goals our efforts may be scattered and unproductive. Without knowing it, we may be torn by conflicting impulses or desires.

Ezra Taft Benson

Teachings of Ezra Taft Benson, ed. by Bookcraft, 1988 p.384

have worthwhile goals

My father had three rules. First, we had to have worthwhile goals. Second, we could change our goals at any time. But third, whatever goal we chose, we had to work diligently toward it.

Quentin L. Cook

“Elder Quentin L. Cook: A Willing Heart and Mind,” by Jeffrey R. Holland, Ensign, Apr 2008

his sole study and business

[O]ne man of tolerable abilities may work great changes and accomplish great affairs among mankind if he first forms a good plan, and, cutting off all amusements or other employments that would divert his attention, makes the execution of that same plan his sole study and business.

Benjamin Franklin

Autobiography and Other Writings by Benjamin Franklin, edited by Russel B. Nye. 1949. p.88

there is always a way forward

Navigating severe challenges requires strong, courageous, and authentic leaders. That’s what Alan Mulally offered at Ford Motor....

Mullaly... set up mandatory weekly management meetings he called the business process review (BPR) for his top executives to get to the root cause of Ford’s long-standing problems. He quickly discovered that Ford’s challenges went way beyond financial losses: the culture at Ford was broken and in need of massive transformation. He observed, “Ford had been going out of business for 40 years, and no one would face that reality.”

In response, Mulally developed One Ford, an initiative based on “focus, teamwork and a single global approach, aligning employee efforts toward a common definition of success.” He started by redesigning internal meetings. As described in Bryce Hoffman’s American Icon, meetings had become “arenas for mortal combat” in which employees practiced self-preservation, trying to identify flaws in each other’s plans instead of recommending solutions to their problems.

Mulally reframed these meetings from negative to positive, fostering a safe environment where people had open and honest discussions without fear of blame. Instead of attacking executives for the issues they brought to the table, Mulally encouraged collaborative approaches to problem solving. He noted, “If you have a common purpose and an environment in which people want to help others succeed, the problems will be fixed quickly.”

Mulally introduced a “traffic light” system to weekly BPRs in which executives indicated progress on key initiatives as green, yellow, or red. After four meetings in which all programs were labelled green, Mulally confronted his team, “We are going to lose $18 billion this year, so is there anything that’s not going well?” His question was met with stony silence.

The following week, Ford’s North American President, Mark Fields, showed a red indicator that a new vehicle launch would be delayed. Other executives assumed Fields would be fired over the bad news. Instead, Mulally began clapping and said, “Mark, that is great visibility.” He asked the group, “What can we do to help Mark out?” As he frequently told his leaders, “You have a problem; you are not the problem.”

Mulally describes his leadership style as “positive leadership—conveying the idea that there is always a way forward.” He says a critical part of positive leadership is “reinforcing the idea that everyone is included. When people feel accountable and included, it is more fun. It is just more rewarding to do things in a supportive environment.”

With determination and positive leadership, Mulally created a culture of effective problem solving and teamwork. As a result, his team kept Ford out of bankruptcy, reversed market share losses with improved auto designs and quality, brought jobs back to the U.S. from overseas plants, and restored the company’s profitability by becoming cost competitive with foreign producers.

Bill George

"The Massive Difference between Negative and Positive Leadership" Forbes. 3/21/2016

rebound from distractions

The moment we feel our phones vibrate inside our pockets, our impulse often drives us to take it out immediately and to interrupt the task at hand. Of course, this may be necessary if you're waiting to hear from someone or are on call; however, for the vast majority of us, especially at work, research shows it can take people up to 23 minutes to rebound from distractions -- for the person to truly dive back into what he or she was originally focused on.

From neuroscience research, we know that simple exercises such as mindfulness meditation and focusing on the breath can increase focus and strengthen connections in the brain related to executive function and goal-directed behavior (aka dedicating that deep focus needed to wrap up that project). We also know that multitasking is a myth, so closing your email and silencing notifications while dedicating yourself to the task at hand will pay off and can enable you to be more focused and to think more clearly about important decisions for your team.

Richard J. Davidson

"How Science Can Inform Good Leadership" Huffington Post. 10/26/2015