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BIG
BAD
MEETINGS
Greg Thomas
http://www.betarover.com
When did meetings
start going
from good
to Bad
to Worst?
When did meetings
start become an
accomplishment
of the week?
TODAYYESTERDAY TOMORROW
When did our meetings become
more about howthey are
delivered and less about WHY
they are delivered?
When did we enter the era of…
BIG. BAD. MEETINGS.
10 Minutes
is all you need to
take your meetings
from BADto
AMAZING.
Lets put a few myths to rest
• It's not about how many people you
invite.
• It's not about whether it is held on a
conference call or in the office.
• It's not about the complexity of the
topic.
• It's not about the duration of the
meeting.
• It’s not about the length of your
slide deck.
And it definitely makes no difference if you are sitting down or standing up (see addendum).
It's about the moment you
forgot YOUhad to show up
to do something. And your
meetings no longer focused
On addressing a need.
That's right, after a number of successful
meetings, YOUbecame "busy".
YOUdecided to take a step back and let
the meeting run itself. Maybe YOU
even made it a recurring event because it
was "easier" to schedule in your calendar
(again see addendum).
Whatever it was, YOUswitched to
Autopilot and the "Big Bad Meeting" took
the fall.
idea
The
See
Pattern
youcalled the meeting.
youare running the meeting.
youNEED the meeting.
The success andvalue that
meeting provides resides with
youand only you.
Outlook, GMail, Skype, OneNote, SLACK
Evernote, ZOOM and whatever other tool
you use for scheduling and running your
meetings take the fall.
(Which is completely unfair because these
are unwilling partipants in your meeting).
When we were smaller,
we were GREATat
meetings.
2016
2017
2018
OF COURSE YOU WERE
Because you were small,
you were starting out ,
emotions were at a fever pitch,
and everyone was ENGAGED!
1 23
You didn't call meetings because you
wanted or had to, you called them because
you NEEDED to.
ENGAGEMENT
Engagement at
meetings does
not come for
free
it takes work
Defining the
need
Setting the
roster
Using the right
tools
Delivering
The kick
Goodmeetings start with a topic to be discussed.
Greatmeetings have some action items and goals.
Amazingmeetings establish why the meeting is
happening and define the NEEDfor getting together.
Defining the Need
If you don't know
why you are
meeting, then
DON’T.
When was the last time
you "wanted" to go to a
meeting?
Take a look at your
calendar - which ones
do you "NEED" to go to?
Don't setup (or attend) a
meeting you don't need
to be there for.
If you needto be there,
someone will let you
know (trust me they
will).
I've been on meetings with 50
people that were
significantly more
productive then a meeting
with 5 people.*
SETTING THE ROSTER
*(True Story)
It's notthe size of
your meeting
roster that
matters,its the
number of
engaged
people that will
contributeto
the meeting that
matter.
"I'm only inviting you in case there is something you
want to say.“
"I need you there in case someone disagrees with me.“
"I'm not sure who should attend, so I‘m inviting
everyone."
How many times have you heard?
Everyone’s time in
your meeting is
valuable.
Don’t waste it.
Keep the Roster
to those that
you NEED to be
there and tjpse
that will
contribute to
SOLVING the NEED.
And bring as many people you want,
as long as they are all able to solve
the need.
BRINGTHEMALL
If they can’t
contribute to
solving the
need, DON’T
INVITE THEM.
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
ENGAGE
Once people know they
are NEEDED to step-
up at the meeting, their
ears perk up, their
interest increases and
their ENGAGEMENT
increases by a factor of
10.
INCREASE ENGAGEMENT
Using the right tools
Hello can you hear me?
I think I was on mute?
Sorry there was a train behind me?
Don’t BLAME THE PHONE
Conference calls are
never perfect and
with the advent of
mobile devices, this
has only become a
trickier problem to
solve.
Texting
Working
The silent killer
behind every
conference call is
that every attendee
CAN be doing
somethingelse while
"listening in".
"Sorry, can you repeat that?“
"Sorry, someone came by to ask
me a question?“
"Sorry, I received a text from my
daughter."
How many times have you heard
NO MORE!!!!
The bandwidth is there,
everyone has built in
cameras and webcams
on their devices.
Video it up so everyone is
looking at their screen
and eyeballs are
ENGAGED on your
meeting.
But
what if
they
don’t
have
video?
Kick them out!
They are telling you that this
meeting is not a priority for
them (otherwise they’d
connect via their phone).
We want
ENGAGEMENT
not ACCEPTANCE.
AND THIS IS OKAY…
Everyone is in the
same room and they
are all using their
phones and laptops?
BUT WHAT IF…
Protection
First person who
picks up their
phone or looks at
their laptop buys
lunch for
everyone.
goal
is ENGAGEMENT, not
passive accomplishment in
attendance.
YOUR
seriously…
The only
difference
between meeting
with people in A
room or remotely
is that you now
have the
opportunity to
have your meeting
fail globally!
Deliver the kick
How many times have you left a
meeting not knowing what you
did for the last hour?
No purpose,
No direction,
No understanding of what’s next?
KICKS are the actions
to solve the need for
the initial meeting
ENGAGE
IF you aren’t giving
your roster a kick then
what’s the point?
There isn’t one.
The Kick is
about
identifying
who is doing
what and
what comes
next.
Whose it for?
The Kick is for everyone at the meeting,
NOT THOSE THAT DIDN’T
ATTEND THE MEETING (NO
PHANTOM KICKS)!
PHANTOM KICK – When an “action item” is assigned to
someone not in attendance at the meeting.
JANUARY 2018
The KICK IS Not about…
Listing people’s action items
to be completedbefore the
nextmeeting.
(because we all know that
thoseitems get completed
the momentbefore OR worse,
during the next meeting)
So how do you make your
meetings amazing?
1
Identify your Need – not during, BEFORE the
meeting is setup.
Pick Your Roster – only invite those that can
help solve your need
Choose Your Tools – don’t let them drive you.
Deliver The Kick – what happens next?
800mph
Turn off the autopilot
and make it happen.
The Addendum
Some thoughts on
Duration,
Status,
recurring
and standup
meetings.
How longshould
my meeting be?
Your NEED will
define the duration,
not the auto
suggestions from
GMAIL or Outlook.
What do you NEED.
Recurring meetings
are the best way to
fill your calendar
and look busy.
But never
accomplishanything.
RECURRING MEETINGSare placeholders
disguised as future productivity that can
be canceledat the last minute.
what if people are busy?
Findanother time, showthem the need
for them to be at your meeting.
what if we really need to
meet next week?
If the need is that high,you should
be meeting now.
what if someone
takes our room?
Meet at someone's desk.
BUT… BUT… BUT…
STATUS MEETINGS
are a demotivating exercise in
attempted productivity.
You will never gleam enough
value from these meetings to
make up for your lost
productivity.
STATUS MEETINGS
have little to no
Engagement
within them as
EVERYONE is
focused on other
tasks while they
wait for their
turn to speak.
In essenCe, theyare a mechanismby
whichyou can distract yourself from
solving a real need.
Stand-up meetings are
the greatest meetings,
every meeting should
be a stand-up!
Standup meetings are as effective
as the person that is running
them.
the roster is engaged and the need is
identified at the onset.
peopleclicking on a Kanban
board(for the sakeof
clicking), interrupting
people'sproductivity and
general talkingabout
nothingIF no need is defined.
Be wary of a recurring Standup Meetings
as the same problems can emerge
That’s it
Now go
have
some
amazing
meetings
T h e e n d
Greg Thomas
http://www.betarover.com
My Other STORIES
How to Make Great Estimates
Understanding and making software
estimates.
How to Build a Great Team
All the traits you need for a great team.
Making Great Performance Reviews
How to get the most out of your next
review.
Understanding Requirements
The components of great requirements
The Villians of a Great Team
Overcoming the Villians of a great team.
How to Become a Great Storyteller
Make your presentations sing.

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Big Bad Meetings

  • 2. When did meetings start going from good to Bad to Worst?
  • 3. When did meetings start become an accomplishment of the week?
  • 4. TODAYYESTERDAY TOMORROW When did our meetings become more about howthey are delivered and less about WHY they are delivered?
  • 5. When did we enter the era of… BIG. BAD. MEETINGS.
  • 6. 10 Minutes is all you need to take your meetings from BADto AMAZING.
  • 7. Lets put a few myths to rest • It's not about how many people you invite. • It's not about whether it is held on a conference call or in the office. • It's not about the complexity of the topic. • It's not about the duration of the meeting. • It’s not about the length of your slide deck. And it definitely makes no difference if you are sitting down or standing up (see addendum).
  • 8. It's about the moment you forgot YOUhad to show up to do something. And your meetings no longer focused On addressing a need.
  • 9. That's right, after a number of successful meetings, YOUbecame "busy". YOUdecided to take a step back and let the meeting run itself. Maybe YOU even made it a recurring event because it was "easier" to schedule in your calendar (again see addendum). Whatever it was, YOUswitched to Autopilot and the "Big Bad Meeting" took the fall. idea
  • 11. youcalled the meeting. youare running the meeting. youNEED the meeting. The success andvalue that meeting provides resides with youand only you.
  • 12. Outlook, GMail, Skype, OneNote, SLACK Evernote, ZOOM and whatever other tool you use for scheduling and running your meetings take the fall. (Which is completely unfair because these are unwilling partipants in your meeting).
  • 13. When we were smaller, we were GREATat meetings. 2016 2017 2018
  • 14. OF COURSE YOU WERE Because you were small, you were starting out , emotions were at a fever pitch, and everyone was ENGAGED!
  • 15. 1 23 You didn't call meetings because you wanted or had to, you called them because you NEEDED to. ENGAGEMENT
  • 17. it takes work Defining the need Setting the roster Using the right tools Delivering The kick
  • 18. Goodmeetings start with a topic to be discussed. Greatmeetings have some action items and goals. Amazingmeetings establish why the meeting is happening and define the NEEDfor getting together. Defining the Need
  • 19. If you don't know why you are meeting, then DON’T.
  • 20. When was the last time you "wanted" to go to a meeting? Take a look at your calendar - which ones do you "NEED" to go to?
  • 21. Don't setup (or attend) a meeting you don't need to be there for. If you needto be there, someone will let you know (trust me they will).
  • 22. I've been on meetings with 50 people that were significantly more productive then a meeting with 5 people.* SETTING THE ROSTER *(True Story)
  • 23. It's notthe size of your meeting roster that matters,its the number of engaged people that will contributeto the meeting that matter.
  • 24. "I'm only inviting you in case there is something you want to say.“ "I need you there in case someone disagrees with me.“ "I'm not sure who should attend, so I‘m inviting everyone." How many times have you heard?
  • 25. Everyone’s time in your meeting is valuable. Don’t waste it.
  • 26. Keep the Roster to those that you NEED to be there and tjpse that will contribute to SOLVING the NEED.
  • 27. And bring as many people you want, as long as they are all able to solve the need. BRINGTHEMALL If they can’t contribute to solving the need, DON’T INVITE THEM.
  • 28. ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE ENGAGE Once people know they are NEEDED to step- up at the meeting, their ears perk up, their interest increases and their ENGAGEMENT increases by a factor of 10. INCREASE ENGAGEMENT
  • 29. Using the right tools Hello can you hear me? I think I was on mute? Sorry there was a train behind me?
  • 30. Don’t BLAME THE PHONE Conference calls are never perfect and with the advent of mobile devices, this has only become a trickier problem to solve.
  • 31. Texting Working The silent killer behind every conference call is that every attendee CAN be doing somethingelse while "listening in".
  • 32. "Sorry, can you repeat that?“ "Sorry, someone came by to ask me a question?“ "Sorry, I received a text from my daughter." How many times have you heard
  • 33. NO MORE!!!! The bandwidth is there, everyone has built in cameras and webcams on their devices. Video it up so everyone is looking at their screen and eyeballs are ENGAGED on your meeting.
  • 35. Kick them out! They are telling you that this meeting is not a priority for them (otherwise they’d connect via their phone).
  • 37. Everyone is in the same room and they are all using their phones and laptops? BUT WHAT IF…
  • 38. Protection First person who picks up their phone or looks at their laptop buys lunch for everyone.
  • 39. goal is ENGAGEMENT, not passive accomplishment in attendance. YOUR seriously…
  • 40. The only difference between meeting with people in A room or remotely is that you now have the opportunity to have your meeting fail globally!
  • 41. Deliver the kick How many times have you left a meeting not knowing what you did for the last hour? No purpose, No direction, No understanding of what’s next?
  • 42. KICKS are the actions to solve the need for the initial meeting
  • 43. ENGAGE IF you aren’t giving your roster a kick then what’s the point?
  • 45. The Kick is about identifying who is doing what and what comes next.
  • 46. Whose it for? The Kick is for everyone at the meeting, NOT THOSE THAT DIDN’T ATTEND THE MEETING (NO PHANTOM KICKS)! PHANTOM KICK – When an “action item” is assigned to someone not in attendance at the meeting.
  • 47. JANUARY 2018 The KICK IS Not about… Listing people’s action items to be completedbefore the nextmeeting. (because we all know that thoseitems get completed the momentbefore OR worse, during the next meeting)
  • 48. So how do you make your meetings amazing? 1
  • 49. Identify your Need – not during, BEFORE the meeting is setup. Pick Your Roster – only invite those that can help solve your need Choose Your Tools – don’t let them drive you. Deliver The Kick – what happens next?
  • 50. 800mph Turn off the autopilot and make it happen.
  • 51. The Addendum Some thoughts on Duration, Status, recurring and standup meetings.
  • 52. How longshould my meeting be? Your NEED will define the duration, not the auto suggestions from GMAIL or Outlook. What do you NEED.
  • 53. Recurring meetings are the best way to fill your calendar and look busy. But never accomplishanything.
  • 54. RECURRING MEETINGSare placeholders disguised as future productivity that can be canceledat the last minute.
  • 55. what if people are busy? Findanother time, showthem the need for them to be at your meeting. what if we really need to meet next week? If the need is that high,you should be meeting now. what if someone takes our room? Meet at someone's desk. BUT… BUT… BUT…
  • 56. STATUS MEETINGS are a demotivating exercise in attempted productivity. You will never gleam enough value from these meetings to make up for your lost productivity.
  • 57. STATUS MEETINGS have little to no Engagement within them as EVERYONE is focused on other tasks while they wait for their turn to speak.
  • 58. In essenCe, theyare a mechanismby whichyou can distract yourself from solving a real need.
  • 59. Stand-up meetings are the greatest meetings, every meeting should be a stand-up!
  • 60. Standup meetings are as effective as the person that is running them. the roster is engaged and the need is identified at the onset.
  • 61. peopleclicking on a Kanban board(for the sakeof clicking), interrupting people'sproductivity and general talkingabout nothingIF no need is defined. Be wary of a recurring Standup Meetings as the same problems can emerge
  • 63. T h e e n d Greg Thomas http://www.betarover.com
  • 64. My Other STORIES How to Make Great Estimates Understanding and making software estimates. How to Build a Great Team All the traits you need for a great team. Making Great Performance Reviews How to get the most out of your next review. Understanding Requirements The components of great requirements The Villians of a Great Team Overcoming the Villians of a great team. How to Become a Great Storyteller Make your presentations sing.