Effective meetings and starting fast in a new position

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Yeah, let’s talk meetings!

In much of the world we just left daylight savings and switched back to standard time.

This means the sun rises earlier and sets sooner. 

That can feel gloomy to me, but I hope what we talk about brings a bit of light into your day!

Reflect for a moment… When was the last time you left a work meeting thinking, “That was awesome!”?

If it’s been a while, you’re in the right place. 

It’s not just about what you discuss (the agenda), it’s about setting up the right environment for collaborative success. More on that below!

Also, if you’re transitioning into a new role and want to start strong, we’ve got just the book for you!

In today’s newsletter:

• Creating the right environment for awesome meetings

• Making the most of your first 90 days in a new role

• Hot jobs

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CAREER TIPS

How to Create Positive Environments for Effective Meetings

Meetings… Love them or hate them, they are a regular experience in some form or fashion in the professional world. So why not make them as useful as possible? 

Creating an effective and productive meeting is more than just having a well-organized agenda and concise objectives. The meeting environment plays a significant role in determining the success of any gathering. Whether it's a team meeting, a cross-functional brainstorming session, or an executive strategy discussion, setting the right tone and atmosphere can lead to collaborative and innovative outcomes. 

If you create the environment, the meeting is much more likely to be effective. Here are five essential tips for making that happen!

1. Set Clear Expectations

One of the fundamental steps in creating a positive meeting environment is setting clear expectations for participants. Establishing ground rules for behavior and engagement helps ensure that everyone knows what is expected of them during the meeting. It avoids potential conflicts arising from differing assumptions about how participants should behave or prepare. By setting these ground rules upfront and reinforcing them over time, you can create a sense of shared understanding and mutual respect among the attendees.

2. Be Prepared

Preparation is key not only for meeting leaders but for all participants. A well-prepared meeting ensures that the discussions stay on track and focused on the intended objectives. Providing an agenda beforehand enables participants to come prepared with their contributions, questions, and feedback. Having all necessary materials ready enhances the efficiency of the meeting and demonstrates respect for everyone's time and commitment.

3. Stay Organized

You should clearly express the purpose and intentions of the gathering from the start. This clarity helps participants stay aligned with the meeting's objectives and avoid unnecessary tangents. Keeping the meeting focused and on track requires confident facilitation to bring discussions back to the core agenda when they veer off course (as they inevitably will at times). Leaders must be adept at managing diversions while being open to tabling non-essential topics for future discussions.

4. Practice Respect

Perhaps this should be tip #1. Respect is a fundamental principle for any positive meeting environment. Recognize that different personalities and communication styles exist among participants. Some may be more extroverted and expressive, while others may need time to process their thoughts before speaking. Encouraging equal participation and allowing people to express themselves according to their preferred style fosters an inclusive environment. You should promote courteous disagreement and constructive feedback, focusing on the issues at hand rather than personal attacks or criticisms.

5. Foster a Positive Atmosphere

The energy in a meeting can significantly impact collaboration and productivity. You can set the tone by exhibiting a positive attitude and enthusiasm for the topics being discussed. Your excitement can be infectious and encourage others to engage more actively. Elevating the energy in the room helps create an environment that values positivity and innovation, leading to more creative solutions and ideas.

Creating a positive meeting environment is essential for fostering productive collaboration and achieving meaningful outcomes. By setting clear expectations, emphasizing preparation, staying organized, practicing respect, and fostering a positive atmosphere, meeting leaders can unlock the full potential of their teams and discussions. Implementing these five tips can transform meetings from mundane obligations into vibrant spaces for creativity, problem-solving, and collaboration. As organizations recognize the value of a positive meeting environment, they can expect to see improvements in communication, decision-making, and overall team dynamics.

How will you prepare a collaborative environment for your next meeting?

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📚 BOOK RECOMMENDATION

The First 90 Days: Proven Strategies for Getting Up to Speed Faster and Smarter by Michael D. Watkins

Transitions are critical for leaders. In fact, most agree that moving into a new role is the biggest challenge a manager will face. While transitions offer a chance to start fresh and make needed changes in an organization, they also place leaders in a position of acute vulnerability. Missteps made during the crucial first three months in a new role can jeopardize or even derail success.

Michael D. Watkins offers proven strategies for conquering the challenges of transitions no matter where you are in your career. A noted expert on leadership transitions and adviser to senior leaders in all types of organizations, Watkins also addresses today’s increasingly demanding professional landscape, where managers face not only more frequent transitions but also steeper expectations once they step into their new jobs.

By walking you through every aspect of the transition scenario, Watkins identifies the most common pitfalls new leaders encounter and provides the tools and strategies you need to avoid them. You’ll learn how to secure critical early wins, an important first step in establishing yourself in your new role. Each chapter also includes checklists, practical tools, and self-assessments to help you assimilate key lessons and apply them to your own situation.

Whether you’re starting a new job, being promoted from within, embarking on an overseas assignment, or being tapped as CEO, how you manage your transition will determine whether you succeed or fail. This book can be your trusted guide.