Can you identify the “800 pound gorilla” in your meeting nobody will discuss? (Maybe a simple banana will make it go away?)
Last week we talked about culture – and how we all are contributors to the culture we live in. How we contribute is influenced by the infrastructure we operate within.
Using the example of meeting structure, we looked at how the culture of safety was influenced. Some other things that could/do influence culture would be: communication tools, problem solving space, reporting / governance. Anything that influences our interactions with each other plays a part in our infrastructure. If you can identify key components, cultural shifts can be sparked by some basic simple changes. The hard part is tuning into what those things could be.
Of all the possible influencers, there are four invisible influencers on culture that I would like to explore over the next couple of weeks:
- Meeting structures
- Electronic communication
- Questions
- Bad news
I use the word “invisible” because they are usually ignored just like the proverbial “800 pound gorilla in the room”. They shape the interactions we have, and by shaping them they can either add or subtract from the culture. Most of the time, people put little thought into these interactions. We must understand why we do stuff and be intentional in what we do.
Over the next week please think about the following questions:
- Why do we say we “have too many meetings?”
- How come no one ever says, “I can’t wait for that meeting. I’m stoked. I want to get there early. Giddy-up.”
- Do we understand why we have been invited to a meeting?
- Do we go to meetings with expectations? Does the meeting organizer know our expectation? Do we know the meeting organizer’s expectation?
- Meetings can be informational, discussion based, informal working meetings… Which kind of meetings do you think you have too many of?
- How many meetings do you schedule vs attend?
- If not in meetings, where do you think communication is taking place, or should take place?
I am going to be seeking some informal feedback over the next week. Would love to hear your thoughts.
Be intentional
Melissa
A wise mentor once taught me that every meeting needs a PAL.
P stands for purpose.
A stands for agenda.
L stands for length.
I am a firm believer in PALs. With a PAL in every meeting, the following “meeting turn offs” are minimized and/or completely removed:
– Time consuming conversations that should be taken offline
– Straying from the topic which required each invitee to have a relevant seat at the table
– Meetings that run too long because of too much non-productive “chit-chat”
Another thing I have found is that everyone sets a meeting duration for either 30 minutes or an hour. I found that sending an invite for 45 minutes is a MOVEMENT. For productivity and time management, I started sending out 45 minute meeting requests. People see it as getting 15 minutes back in their day and what is even better, this is contagious. Many people start doing the same thing once they see it done. Seriously – how many 1 hour meetings really need a full hour? It likely needs more than 30 minutes but not a full hour. Think about it. Better yet, try it.
Another tidbit I’d like to add is on the topic of communication. Often, we spend days/weeks/months determining how to write the perfectly crafted communication addressing the 800 lb elephant or making a firm wide announcement. Unfortunately, many people preparing the communication have all of the background and relative context and fail to share it with others. Suddenly, this seemingly logical conclusion/decision isn’t effectively communicated. It becomes a failure because much of the background is excluded from the communication. Someone on the outside will have little to no context and therefore the communication causes more questions and concerns than ever intended.
I look forward to other comments to this topic.
Michelle Harris, PE
Gresham, Smith and Partners
Great points Michelle. Thanks for the feedback.
Based on your idea, I have implemented, where applicable a 45 minute meeting. You were right about most meetings not needing an hour. Setting them for 45 has made our meetings more efficient. While too soon to be contagious where I work, I am hoping it will catch on.
be intentional,
Melissa