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My top tips to thrive in a culture of constant meetings

Lucy Gower
Posted on by Lucy Gower

Do you spend so much of your day in meetings that you don’t have time to do any of the actions you agreed in the 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.

Is it time to pay attention to your leaky bucket?

Lucy Gower
Posted on by Lucy Gower

When someone asks, ‘how are you?’ what do you say?

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

Lucy Gower
Posted on by Lucy Gower

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.

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.  

Who you know is how you get stuff done

Avatar
Posted on by Kat Buckley

I believe that important stuff gets done because of the people you know as well as the people who know the people you know. It’s all about networks.

Business people connecting puzzle pieces - who you know is how you get stuff done

Think about how you usually get stuff done. I mean the important stuff, how you will get your next job, find your next exciting holiday destination or make your ideas happen?

I believe that important stuff gets done because of the people you know as well as the people who know the people you know. It’s all about networks.

Consider this. Someone asks you for a favour. How do you decide whether you do it? From my experience there are three key factors;

  • What’s in it for you? – for example, will you enjoy it, will it be a good experience, will you learn something new, will it raise your profile, fill empty time, make you feel good?
  • How they ask – have they thought about what’s in it for you, have they asked you, well ‘nicely’, have they overcome and obstacles that might prevent you from doing the favour?
  • Do you know, like them and trust them? – how well do you know them, are they credible, do you like them, would you feel good to help them out?

When these three factors are in all place stuff gets done. If one or more factor isn’t quite right stuff stalls.

Think about it, someone you know like and trust asks if you would meet a colleague to give them some advice. They know your time is limited so they offer that the meeting is near your office at a time that suits you. They know you like coffee in the morning, so they suggest your favourite local coffee shop for breakfast as the meeting place. They are appreciative that you would consider helping them out. They also suggest that the colleague might have skills and experience that could help you with a project you are working on.

You are busy.  You are more likely to do the favour because you know, like and trust the person, they asked you well and they spelled out what could be in it for you.

All the factors compound, if someone you didn’t know or like, or didn’t ask well or didn’t make it clear what was in it for you you’d be much less inclined to say yes.

So, it makes good business sense to get to know your colleagues, because more stuff will get done.

And when it comes to innovation having a diverse network is important. Research shows that humans tend to gravitate to other people like them, people from similar backgrounds, with similar viewpoints. When we all have a similar experience, we start to think the same. We start to operate in an echo chamber of our own similar ideas. If innovation is about thinking differently and developing new ideas then we need people in our network that are different from us, that will challenge and build on our ideas. And because we naturally gravitate to people like us we need to be deliberate about seeking out a diverse network made up of different experiences, perspectives and thinking. That’s where, I believe, successful innovation lies.

One of the reasons I’ve set up the Lucidity Network – a pick and mix of online and offline practical tools and advice as well as access to a dynamic network of expertise. Already we have members from a mix of sectors from around the world. 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.  

Six tips for being more productive

Lucy Gower
Posted on by Lucy Gower

Do you ever have weeks when you are learning so much you feel like you are flying by the seat of your pants?

Do you ever have weeks when you are learning so much you feel like you are flying by the seat of your pants? It’s not a bad thing but it can feel a bit overwhelming when all the new learning activities collide at the same time.

So the irony of learning how to host my first webinar, on the new Lucidity Network by interviewing Grace Marshall, Productivity Ninja on how to be more productive and manage overwhelm is not lost on me.

The truth is that I really enjoyed the webinar (and if you were watching I hope you did too) and I learned practical tips to keep being productive and better manage that ‘seat of pant’ feeling. Here are my key take-outs.

Taking time to think is fuel for your productivity

Reframe ‘thinking time’ which often in a busy working week can feel like a luxury, as ‘fuel for your productivity’. If we don’t take time to think it’s hard to know where to focus, what to prioritise and what to say no to. Making time to think, whether that’s 10 minutes each day to readjust your to-do list, or an afternoon every month to plan the next month’s activity is critical to your productivity. Sadly, not everyone values thinking time as productivity fuel. If this is true of the environment that you work you may have to operate in stealth mode. Call ‘thinking time’ something different in your diary. Try ‘strategy planning’ or ‘business development’.

Go frog hunting

With reference to the infamous business book ‘Eat that Frog’ do the difficult and important stuff first and go frog hunting. You know that difficult client call that you put off making, the budget spreadsheet that you need to send to finance or the health and safety briefing notes that had to be submitted yesterday. Stop spending time putting it off and just to it.

Carving time out

Carve your day up into different modes of thinking, depending on your own productivity peaks and troughs. For example, if you are a morning person this might be the best time to do your deep dive thinking – the stuff that you really need to concentrate on and think deeply about. If, as Grace puts it, you go into ‘zombie mode’ after lunch do the tasks that you don’t have to think very much about then. There is a time after zombie mode – when you are starting to get your energy back that according to research featured in Dan Pinks book ‘When’ is the best time for creative thinking and idea generation.

Overwhelm

If you feel like you have way too much to do and overwhelm is creeping in, Grace recommends you write everything down. Get everything buzzing around in your head out onto paper. Here you can make sense of it and put it in order. Often we find that once we can see everything in front of us it becomes more manageable and less overwhelming.

Want and should

Many of us want to please other people and because of this end up saying ‘yes’ to more than we can take on. We have a choice. We can differentiate between what we ‘want’ to do and what we feel we ‘should’ or ‘ought’ to do. We can say ‘no’ and when we do, its important to give clear reasons why it’s a no, for example working on another deadline or don’t have the skills and perhaps offering alternatives (longer deadline or a colleague who might be better placed to complete the task). Too often people say ‘yes’ (because they don’t want to say no) and then don’t deliver and let people down which is, in my opinion, far worse than simply saying no.

It’s up to you

We all have the same amount of time yet some people are more productive than others. It takes discipline and focus and saying no to the things that are not important to concentrate on the good stuff that has potential to make a bigger impact. It’s up to each of us to prioritise our time as the fuel of our own productivity. Whatever you choose to spend your time doing – make it count.

The recording of the webinar is available for members of the Lucidity Network. If you’d like access to exclusive content, be connected to a diverse network that can help you to be more productive then sign up for the Lucidity Network. We open a few times a year. To be the first to know when membership is open and also access special offers head on over to the Lucidity Facebook community. 

PS For more productivity tips and advice I also recommend you check out Grace’s book ‘How to be really productive’