My top tips to thrive in a culture of constant meetings

thrive in a culture of constant meetings

Do you sit in meetings feeling anxious about what you contribute or wondering if it’s the best use of your time? Have you ever sat waiting to get a word in and then the meeting is over before you’ve had a chance to speak? I think, for too many people, meetings get in the way of getting the important work done. After running a workshop on speaking up and making the most of meetings last week, I thought I’d put my top tips for better meetings down in a blog.

Say no to meetings

I know this might sound controversial but it’s perfectly acceptable to say no to a meeting request. Even if it’s from a very senior important person. Your time is important – you only have a certain number of hours in the day and you must use them wisely. Meetings can suck huge chunks out of your day. So before you say yes make sure that you are clear on the following:

  • What is the purpose of the meeting? What does success look like? For example, to discuss the blah project and decide on timelines, roles and responsibilities.
  • Understand your role in the meeting – why are you invited, what are you there for? If it’s just for information, I’d challenge if you need to be there. Could you get updated on the ‘information’ in a more time effective way like on an email or a quick briefing? Only when you are clear on the purpose of the meeting and your role can you make a decision on whether it’s a good use of your time to attend.
  • If you’re calling the meeting, clearly brief the meeting attendees on the purpose of the meeting and their role. Consider how long the meeting needs to be. Often we just keep talking until the hour is up. A quick-fire meeting could last 10 minutes and if you all stand up it can make it even quicker.
  • I’m a big fan of walk and talk meetings because they are quicker, it creates a
    better dynamic than staring at someone across a desk and walking is proven
    to help your thinking.

Do you ever lose your confidence? Be prepared.

Confidence is something that comes and goes and you have to be deliberate about keeping your confidence tank topped up otherwise it can run empty. When it comes to confidence for speaking up in meetings here are my top tips.

  • Prepare for the meeting – if you know why you’re going and what’s expected of you, you can do a bit of research. When you know your topic it helps you to feel more confident.
  • Give yourself time to breathe. Quite literally, take a few minutes to breathe properly before you go into a meeting. Breathe in and count to four and breathe out and count to four. Repeat.
  • Prepare – be early, bring water (for those nervous croaky throat moments) and go to the bathroom.
  • Turn up to work every day dressed appropriately for a surprise meeting with the most important person in the organisation, this way you are always prepared.
  • If you believe the research by Amy Cuddy, your body language can change your physiology and make you feel more confident. In your meeting pay attention to your body language. Sit up straight, shoulders . back, head upright. Don’t fidget and maintain eye contact.
  • Demonstrate you are actively listening by leaning in. Make eye contact. Use the phrase ‘yes and’ and words from part of the previous sentence when responding to show that you’re really listening.
  • Often we doubt ourselves, the critical voice in our head tells us we don’t know anything and we’re going to get found out. Form an answer in your head compared to what other people are saying in the meeting and when you start to realise that your answers are similar to other peoples it can help to build confidence.
  • Use a technique called anchoring. Remember a time when you felt confident, it could be a work or a personal situation. Remember how you felt in that moment. Practice reconstructing that moment in your mind to tap recreate those feelings of confidence. There’s more on anchoring here.

I always miss my opportunity to speak

It’s happened to the best of us, you hesitate, miss your moment, someone else speaks up, the moment passes and you don’t get to speak at all. You leave feeling a bit disappointed. When it comes to making sure you contribute I advise:

  • Give yourself permission to interrupt, remember you have been asked to the meeting for a purpose, It’s your job to contribute.
  • Lean into the meeting and raise your hand to indicate that you have something to contribute and make eye contact with the meeting chair.
  • Buddy up with an assertive person and work with them to introduce you, for example they might say something like ‘Dave had a good point about this topic’ providing you with a clear opportunity to speak.
  • Remember why you’re there – to share insight based on your unique set of skills and experience. It’s important for the outcomes of the meeting that you contribute.

I’m just too anxious to speak

For some, it can be incredibly daunting to speak up in a meeting and many people feel way out of their comfort zone doing it. If you ever feel like it’s just too scary to speak up, here are my tips:

  • Take small steps to get out of your comfort zone. For example, you might start by agreeing with someone else’s opinion as a way to find your voice rather than making a lengthy point yourself.
  • Ask more questions or ask for clarification. We can often feel anxious by asking what we feel might be a ‘stupid question’. In my experience, if you have a question you won’t be the only one and having the courage to ask it does everyone a favour.
  • Get networked – get to know people in the room, which can make speaking up less intimidating.
  • Tell someone else your thoughts ahead of time so they can introduce you.
  • Remind yourself that you are separate from the issue and you’re there to share your unique views to help move a situation or project along or come to the best conclusion on a problem.
  • Practice speaking up anywhere and everywhere, with friends, family and strangers. For example, when you order your coffee, at the supermarket or in the lunch queue. Say hello, start a conversation, talk about the weather it doesn’t really matter what you say. All these small steps add up to building your confidence for speaking up in meetings.

When I do speak I mess it up

Part of the fear around speaking up in the first place is that we’ll fail or get it
wrong. We perhaps fear that we’ll not represent ourselves well or ‘do ourselves
justice’ and this makes us feel bad. If this resonates with you then my tips are:

  • Speak in headlines – short direct sentences – this helps to stop rambling, which can easily happen when we’re nervous.
  • Listen in to your tone of voice and be careful not to end your sentences (that are not questions) with a questioning tone.
  • Don’t apologize, watch out for ‘ums’ and ‘ahs’ and don’t use filler words or words that do yourself down including, ‘just’ and ‘I could be wrong’
  • Take notes and write down what you’re going to say.
  • Set yourself goals, think about the most important information you bring to the meeting and set yourself a goal to just say that one thing.
  • Leverage your expertise and refer back to it when you speak. For example quote research or a time you’ve experienced something similar with great results.

Let’s agree to ban pointless meetings that suck great chunks of the day and exchange them for enjoyable, effective places where you can thrive. Aim to get the desired results in the shortest time freeing you up to achieve your task list and go home on time. If you have more tips for making meetings great again please
do share them below. Let me know how you get on.

If you’d like some help with making time to think, upping your productivity and reclaiming your ‘me-time’ join the Lucidity Community Facebook group to get in the Lucidity groove for clearer thinking and better results.

5 ways reading will boost your communication skills

5 ways reading boosts your communication skills

1) It gives us something to say

In a world where information is the new currency, reading is one of the best sources of continuous learning, knowledge gathering and idea sharing. Books and articles give us the ability to roam throughout the world, travel back in time and look to the future, affording us with a deeper view of ideas, concepts, practices, emotions and events. Reading can open your mind to new choices that you may not have known about or considered before. This is all information which we can then share with others.

2) It helps us understand other people

The first rule of effective communication is to know your audience. Reading about other people can help you understand them better. The same neurological regions of the brain are stimulated when you read about something as when you experience it. Unlike watching the television or listening to the radio, reading gives the brain more time to stop, think, process and imagine the narrative form in front of us. Therefore, reading can help put you in someone else’s shoes, to get inside their heads and experience the things they have. The more you understand someone, the more you can tailor your communications to what they need.

3) It increases our vocabulary

The more we read, the more likely we are to come across new words. Business books, in particular, have words and phrases that are unique to their topic. If you need to communicate with particular sectors and industries, understanding the language being spoken is essential. Otherwise, how are you going to know your CTR from SEO?

4) Reading strengthens the brain

And a strong brain means more effective communication overall. Reading is to the mind what exercise is to the body. As we read, our brain decodes abstract symbols, makes connections, and conducts various visual and auditory processes. Indeed, multiple studies suggest that mentally challenging tasks, such as reading, help to maintain and build brain cells and connections between those cells, helping to preserve the memory and thinking skills.

5) Reading can give us the ability to make a point

The more we read, the more our brains are able to link cause and effect. The ability to communicate cause and effect is a central component of any argument, sales pitch, negotiation or story. As such, a well-written article or book will be structured in a way that helps us to think in sequence rather than jumping from point to point.

If you’re keen to read more, expand your mind and learn new stuff, why not join the Lucidity Network and participate in the business book club? Members have the opportunity to nominate their books of choice, and all discussion will take place virtually meaning you can take part no matter where in the world you are.

Membership of Lucidity Network is only open for a short time though so you need to get in quick. Join now so you don’t miss out.

If you’re already a member of the network and want to join the book club, drop Becky Slack a line to register your interest. She’s leading on the group and will be coordinating the reading list.

 

Becky Slack

 

Becky Slack is the managing director of the PR and comms agency, Slack Communications, and the co-host of L’atelier des écrivains – The Writers’ Workshop, France, a four-day creative writing retreat in southwest France and a member of the Lucidity Network.

Is it time to pay attention to your leaky bucket?

leaky bucket

When did the standard response of ‘fine thanks’ get replaced by ‘busy’ or ‘really busy’ or soooo busy’? If you don’t say that you’re busy do people think you’re lazy? Or boring? Or both?!

Everyone is busy. It’s like a rite of passage. But why? Hasn’t life got easier, more automated? What are we all so busy doing?

Are we busy photographing our lunch for social media? Or multi-tasking across multiple apps and web platforms to stay up to date with the latest news and trends? Or are we just expected to live at a faster pace – to achieve more?

Where are you on your ‘to-do’ list? Is it growing rather than shrinking? You are not alone. In the Lucidity Innovation Leadership Launchpad report, the top reasons that people didn’t do ‘innovation’, or any kind of strategic thinking was because they were too busy, too stressed and they just don’t have enough time.

Is stress catching?

If everyone you surround yourself with is in a state of stress it becomes a problem. It begins to self-perpetuate, we start to feel that we have to be busier or achieving more than our stressed-out friend’s family and colleagues.

Tim Ferris author of The 4-hour work week claims that, ‘you are the average of the 5 people you most associate with’. Think about who those 5 people are. If what Tim says is true, what does this mean for you stress levels?

The problem is, if we spend our time being too busy to look after ourselves our stress levels increase to such a level that we reach burn out. A physician called Hans Selye defined a three-stage reaction to stress called General Adaption Syndrome or GAS. In stage three he said:

The body’s resistance to the stress may gradually be reduced, or may collapse quickly. Generally, this means the immune system, and the body’s ability to resist disease, may be almost totally eliminated. Patients who experience long-term stress may succumb to heart attacks or severe infection due to their reduced immunity.’

This is serious stuff. To live healthy lives, we must learn to reduce our levels of stress. When we are striving to do our best, to deliver work for other people, to look after our family and to climb a career ladder we often forget that in order to do all these things we must be OK.

I heard a quote recently ‘You are not required to set yourself on fire to keep other people warm’

To get the results we want, it’s important to take a step back and recharge, otherwise we’re just like a leaky bucket, constantly on the go, our energy draining out through the holes. We need to do two things.

  1. Plug the holes – get the root cause of the stress
  2. Refill the bucket – replenish our energy

Tips to help you keep your bucket full

  • Reframe your thinking – stop telling people you’re busy as your default. When you tell people you’re busy, it often makes you feel more stressed.
  • Take time every day to prioritise. It might just be 10 minutes, for example, at the end of the day to plan your priorities for the following day.
  • Take time every day to list and then reflect on what you’ve achieved that day. Write them down.
  • Get a mentor or a coach; a trusted person to help you focus on what’s important and make progress and help you to manage the feelings of being really busy.
  • Start to notice what triggers your stress, is it a person, a situation? What physically happens to you when you are experiencing stress? Feeling hot or cold, like you can’t think straight, agitated? Start to notice your stress triggers and your response.
  • Next time you feel your stress triggered, try and manage it, for example, go for a walk or phone a friend.
  • Say ‘no’ more often. If you are really busy and taking on something else is too much, then say so. You could offer a different solution, e.g. is there someone else that could help, or negotiate deadlines, could it be done next month when you have more time rather than immediately?
  • Make time to do the things that you love, whether that’s spending time with friends and family, the movies, theatre, reading a book or going for a run. All these things are your fuel – they refill your bucket. Don’t wait until your bucket is empty before you do them. Do them regularly and keep your bucket full.

Let me know how you get on.

If you’d like some help with making time to think, upping your productivity and reclaiming your ‘me-time’ you might benefit from joining the Lucidity Network. It’s a pick and mix of online and offline learning and connection to a dynamic network of people that can help you. We’re open for new members a few times a year. Join the Lucidity Community Facebook group to get in the Lucidity groove for clearer thinking and better results and be the first to hear when the Lucidity Network is open for members.

Five ways to thrive in 2019

5 ways to thrive in 2019

If you live in the Northern Hemisphere, January and February can feel like a bit of a slog.  It’s cold. We leave the house in the dark and come home in the dark. That flu virus that sprang up in October is still doing the rounds. We’re still secretly recovering from the overindulgence of Christmas and thriving can feel like the last thing we’re doing.

That’s why last month it was such a breath of fresh air to interview Colette Heneghan of Optimum Living about how to thrive. Colette specialises in helping people working in high-pressured corporate environments as she puts it ‘to be the architect of your own day and not the victim of it.’

If you’ve never felt stressed out by your working day or never felt like you’re stapled to the mattress when the alarm clock goes off in the morning then stop reading. This blog will be a waste of your time.

If, however, you’ve ever felt just tired all the time and overwhelmed by juggling lots of different tasks and priorities. Or if you’ve ever had a day when it gets to 4 pm and you realise you’ve not eaten, or been to the toilet and your feet are like ice blocks because you’ve not moved for six hours then read on.

Colette helps people because she’s been the ambitious burnt-out person and so has a stack of practical tips and tools to turn you from a victim to an architect.

Colette’s advice is to first know the signs that you are not thriving. We’re all different but the most common ‘red flags’ are cancelling social plans because you’re too tired because of work. A one-off is nothing to worry about but if it becomes ‘normal’ to choose catching up on work over friends and family then it’s time to take a step back.

The second common ‘red flag’ is how you feel when your alarm clock goes off in the morning. If more often than not you feel dreadful, like you have to drag yourself out of bed, or for example you have to roll onto the floor so you are so uncomfortable you have to get up (which of course I’ve never done) then that’s bad too.

And if you often feel overwhelmed that you can’t get everything done and end up jumping from one thing to the next, working through lunch and not getting through your list that’s a ‘red flag’ too.

Colette’s first piece of advice is to take a step back give yourself a break. Then start with a blank screen or a blank notebook and write down everything you’re working on and everything that is stressing you out. Get it all in one place so you can see what you’re dealing with. Then she advises not to make big radical changes all in one go, but to make small changes and ‘Never underestimate the power of quiet consistency’.

Colette suggests five things to prioritise in order to thrive:

Seek out daylight early on

Daylight sets our energy dial-up high and helps us sleep later on by regulating our sleep/wake cycle. Also known as your circadian rhythm, the sleep/wake cycle is a 24-hour internal clock that cycles between sleepiness and alertness at regular intervals. Start to notice what times of day you feel more awake. For example, most people have a slump in the afternoon. Work with your natural cycle and do the hard work, the things that you have to really focus on either earlier or later in the day when you are in the alert part of your cycle.

Eat the rainbow every day

We mean fresh fruit and vegetables and the more brightly coloured the better. Different coloured foods play different roles in the body. Eating a variety of colourful food provides vitamins, minerals, and antioxidants to nourish your body that can’t be replicated in a supplement. Aim for at least three colours at every meal and two servings of fruit and three servings of vegetables over the course of the day. (Skittles or the cherry on your Tequila Sunrise don’t count here).

Move more

Our bodies were designed for motion not for sitting behind a desk for hours on end. You don’t have to fork out for a gym membership or a new personal trainer. It’s the small things that add up every day, for example, get off the tube or bus one stop early, take the stairs instead of the lift, set an alarm during the day to get up and have a walk and a stretch every hour, or you might even start your day with a 20-minute workout fresh from YouTube.

Get enough sleep

Lack of sleep can affect your immune system, making you more likely to get sick with colds, flus and other illnesses. Set yourself up to have the best nights sleep. Get into a pattern to go to sleep at the same time each night, switch of screens, make the room dark, control the temperature – on the cool side is better than too warm and make it a comfortable place with good pillows and duvets, an environment that you look forward to being in.

Hydrate

Get into the habit of carrying water with you in a reusable bottle. Remember to sip from it regularly throughout the day. It’s a simple ritual to top up energy and daily focus, but because it’s so obvious we often overlook it.

I suspect that the tips above aren’t new news. Think about how you are working right now? What things can you, and want to work on from the list above to help you thrive?

There’s often a gap between what we know we should do and what we actually do. So plan your day to close that knowing-doing gap. For example, if you want to be better hydrated, carry a water bottle, if you want to eat the rainbow stock your fridge and cupboards with fruit and veg. You know it. Now do it and make the small changes that will make a big impact on your ability to thrive.

If you’d like more tips and tools to thrive then check out Colette’s latest book Work Fuel available in March 2019 and pre-order here.

The ‘How to thrive in 2019 webinar with Colette Heneghan is part of the exclusive content available to Lucidity Network members.

The Lucidity Network is a professional development network that combines a mix of face-to-face meet-ups, online toolkits and access to a community that supports you in getting the results you want. We’re open for new members a few times a year. Sign up to the waiting list to be the first to know when the Network is open for new members. In the meantime, you can join the Lucidity Community free Facebook group for clearer thinking and better results.  

The pitfalls of flexible working and how to avoid them

The pitfalls of flexible working

The world is changing too fast to think you’ll be working in the same role for long and the notion of a career for life is rapidly becoming a thing of the past. One estimate suggests that 65% of children starting primary school today will end up working in jobs that currently don’t even exist. In addition to the changes affecting permanent employment, freelancing is on the increase as people opt for a more flexible working lifestyle and swap the morning commute for a desk at home or a local coffee shop.

On a day to day basis, those working in conventional 9 to 5 jobs are also experiencing a shift in working style as flexible working, part-time hours, working from home and hot-desking (hot-desking policies often driven by cutting overheads as flexible working and an increasing part-time workforce means less desk space is needed) are becoming increasingly common.

We no longer need to meet people face-to-face in real life to get work done. Technology is a massive enabler to remote working for full-time employees and freelancers, for example, there’s plenty of free video conferencing options to choose from as well as sites like Fiver springing up where freelancers can get paid their expertise from anywhere and to anywhere in the world.

There’s a ton of benefits of working at any time from anywhere to freelancers, business owners and employers, but like any new system or way of working there are realities that get overlooked. For example;

It can be lonely working from home. I know this from personal experience.  When I first went from working in an office to working at home it hit me. I really missed my colleagues. I missed being able to bounce ideas and sense check things with them. If you work from home you must be able to deal with being on your own for long periods of time and if you are an employer you have a duty of care to staff to make sure they can manage the isolation of working from home.

Stress levels are rising as flexible working means we don’t switch off from work. We constantly check our phones, answer our emails and update our social media. This constant ‘being on’ is not good for our physical or mental health.

Hot-desking increases germs and illness in the office. According to the reputable publication, The Sun Your desk could be harbouring 400 times more germs than a toilet seat”. Sensationalist perhaps, but the incidence of germs spread around the office is greater when you are hot-desking and using different computers than when you keep your germs to themselves at your own desk.  

Your employees might object. I’m an advocate of hot-desking to create the water-cooler moments that spark innovation and creativity. However, water cooler moments rely on people speaking to each other. When people resent being told to hot-desk they often withdraw and don’t interact with their new colleagues around them. If a hot-desking policy isn’t implemented with an understanding of the current culture and care isn’t taken to involve employees from the start of the process, you can end up with a culture clash that causes so much disruption and upset it can do more harm than good.

There are solutions

If you work from home schedule your day carefully to ensure you do have conversations with other people, build a support network so you do have people to bounce ideas with, for example, join a mastermind group or get a mentor.

Put systems in place to not check your phone at all hours of the day and night and turn off notifications outside of working hours.

If you work in an organisation get some cleaning cloths (or ask your employer to provide them) for the keyboard and desk to stop the spread of germs.

If you are implementing a hot-desking or working from home policy carefully consult with employees and consider the culture shift required to make it work before piling in.

This changing face of work is one of the reasons that I’ve up the Lucidity Network  – whether you work for yourself or in an organisation it’s a ready-made professional support network that combines a mix of face-to-face meet-ups, online toolkits and connections to an energizing community that accelerates your progress so that you get the results you want.

Sign up to the waiting list to be the first to know when the Network is open for new members. In the meantime you can join the Lucidity Community free Facebook group  for clearer thinking and better results.