Creating Great Meetings

    We've all been in the typical business meeting that goes on and on accomplishing nothing. People are busy writing notes to teach other, looking over a menu of what to order for lunch, having whispered conversations about how bored they are or even balancing their checkbook.

    Why does this happen and how do we prevent this! To stop the madness---read on!

    Meetings serve the deep human need to be connected and recognized. Meetings are held for the purpose of sharing information, getting everyone's input, collaboration and buy-in and of course, to come up with the best new, creative idea--an idea that comes from the power of the group. So if this is the goal, how can it happen if everyone is feeling distracted, isolated, uninvolved and not heard?

    As we sit in important meetings, the remnants remain of the teacher's pet, class clown, secret keeper, nay-sayer, know-it-all, defender and daydreamer.

    To change this too often scenario, the leader needs to be a visionary, someone with awareness to the power of patterns. This is the art of influence and persuasion, i.e., a Visionary Leader.

    Running an effective meeting is like directing a finely crafted play. There is a great deal of forethought about what follows what. There is forethought of the important roles and responsibilities given to the facilitator to make sure the space is emotionally safe for honest and creative input. Mostly, highly productive meetings, like great theater, take practice, practice, practice.

    Welcome to the backstage world of how to create an amazing meeting.

    The meeting should start with a statement of the purpose or goal. The convener needs to be very specific and very clear in the first minute.

    Find out where everyone is-mentally and emotionally. Obviously, the participants are currently physically in the meeting room, however, where is their heart and brain?

    In our leadership program, "Total Leadership Connections"™, we have a starting point called, 'getting current'. In a popcorn style, which means everyone gets a turn to speak as the mood strikes them, in random fashion, not just going around the table, the participants get current. The convener asks for the group to take a moment of silence and reflect on what are they feeling at this moment. You'll probably hear various comments as, "I'm ready to start", "I'm waiting for an important call", "I'm worried about getting back to my office to finish a report today by 3 PM", or "I'm not sure why I was included in this meeting", etc.

    This gives the convener the tools he/she needs to set the tone. The convener should respond with the clear purpose, why the selected participants were chosen to attend, what the outcome of the meeting would be and how long will be given for the meeting.

    This honest communication sets the tone for more honest and open communication.

    As the topic of discussion begins, for example, "What's the impact of the new ABC Report Form on monthly sales?" the convener must observe behavior and skillfully keep everyone in the discussion at hand. As a Visionary Leader who knows the art of influence and persuasion, there are visionary attitudes that must be the attitudes of the leader.

    Attitudes shape our external behavior. They are made from our beliefs and values and determine how we will react in any given situation. Preparing for all meetings requires continued self examination and constant adjustment to be as clear and aligned to our highest vision as possible. Here are some attitudes to help meetings be successful.

• Authenticity: Tell our truth and stand steady about your beliefs.
• Calmness: Have the poise and confidence to act in a way that is strong and compassionate at the same time.
• Respect: Find "the willingness to look again" and honor the differences of opinion and thought.
• Integrity: Pull together all parts of a situation and neither deny or indulge in any specific aspect.
• Vulnerability: Put down your protective shield so colleagues can welcome and admire your initiative to tell your truth.
• Trust: Inspire confidence in your ability and intention to deliver what you promise.
• Forgiveness: Accept people and situations, forgive mistakes and turn them into new learnings.

    The leader as a visionary must demonstrate these attitudes as a true leader guiding to the vision or ultimate goal. Leadership is about being and doing and leading by example.

    A true leader must also be willing to be an explorer, integrator and realizer. In the next few issues of Pep Talk, we will address the key aspects of these leadership roles in running effective, dynamic meetings. So, stay tuned!