Jennifer Frahm Collaborations

A friend was lamenting recently the amount of time wasted in meetings. While the use and style of meetings is often culturally bound (both corporate and country culture), the manner in which they are carried out is often less effective than it should be. So here are seven points that I find contribute to more effective meetings. Perhaps it’s time for you to do an audit of your meeting practice?

1) Clarity of purpose

What are we trying to achieve here? Having shared agreement on the purpose and objective of the meeting keeps people on track.

2) Focus on output

What do we need to leave this meeting with to make it a valuable use of our time. Start with the end in mind.

3) Mindful of time.

Who will be the time keeper? Do you have allocated time points - or are you comfortable letting the meeting simply flow?

4) Mindful of process

Do you have a facilitator who will ensure that all voices are heard, draw out the quiet, dampen the dominant & drive the agreed outcome

5) Thoughtful composition

Is everybody who should be here here? Who is here who should not be? What roles will the participants play?

6) Anti-Groupthink

Do you have some-one confident enough to be the dissenting voice. Will your chair actively seek out opposing ideas?

7) Agenda or none?

This relates to first point - an agenda can be restrictive if not aligned to the purpose of the meeting. Some of the best meetings simply agree on the outcome and purpose and allow for emergent conversations.

If this all seems a bit overwhelming - just address the following: What one question could you ask to change the effectiveness of your workplace meetings? I’m willing tio bet that simply asking the question will improve your practice.

(and share in the comments of course!)

How do you start a Conversation of Change?When lunching with a colleague last week, we discussed the difficult conversations we sometimes have to have regarding performance. She was relating what she said and her approach and I was thinking about how it differed to a conversation of change. And so she asked me - well how do you start a conversation of change?

I find it useful to think about what you want to use a conversation of change for…is it to:

• Test an assumption?
• Explore a possibility?
• Identify a gap?

Whether it is at a personal level, a team level or a organisational level there are a number of phrases that can start and sustain a conversation of change.

• What if?
• Why is that?
• How would things be different if…
• Tell me more…

Not all conversations are easy ones to have. If the conversation is anticipated to be a difficult one then it helps to take stock before the conversation and ensure that you:

• are coming from a position of mutual respect,
• have a positive intent behind the conversation and
• retain a spirit of inquiry.

I am  influenced by the work of David Bohm, Peter Senge and Chris Argryis in this regard. But I would love to hear from you about the phrases that you find helpful in a conversation of change? Do share…

 Empathy. Walk a mile in another man’s shoes.

We were brainstorming a topic for the next CMP meetup and Vicki Young, of Planpower suggested:

as change managers and change leaders we often have to work to overcome resistance to change. In the situation where you are personally impacted by organisational change did you find yourself ignoring it, resisting it, filling the communication void with your own thoughts? What did you learn from your own reactions that you can apply to your Change Management and Change Leader work and what would you have done differently?

How apt. Some of you have noticed a distinct drop off  of the change nuggets, and blog posts. Twelve weeks ago, my father was diagnosed with two very serious illnesses (because Frahms never do anything by half!).  Suddenly the change manager had to manage pretty huge transformative change. Change that doesn’t lend itself to glass half full or a positive spin.  Shock. Loss. Denial. Bargaining. And then of course acceptance.

I, of course, drew process maps for the doctors (to improve the provision of information), facilitated complex decision making, researched alternative options and managed the family stakeholders. Celebrated milestones in a minor way. Because that’s what I do. And I worked the whiteboard.

But how did I feel when faced with the change. Pretty ordinary. When faced with significant change over which I have very little control I bunkered down to doing what had to be done. No overextending myself, no strategic visioning, no entrepreneurial pursuits, limited communication (comparatively).

And so to answer Vicki’s question - What did I learn from my reactions? 

When bringing in large scale transformative change that will incur loss and often emotional resistance:

• Tell it as it is - don’t spin
• Validate the emotions
• Repeat the information and provide additional sources where possible
• Keep the door open for questions.
• Don’t expect high performance for some time

For now, we’re holding steady, and I have accepted that I can’t plan or control my family’s future. It’s one day at a time, and will be until such a time some-body tells us otherwise.  I can plan and “control” the rhythm of change nuggets series and my blogging, and my intent is this shall resume on a fortnightly basis.

A huge thank you to the clients, colleagues  and friends who have been so wonderfully understanding and supportive during this time.

Awww. Who doesn’t love a happy ending? For those who stumble on this post, you may wish to read the earlier one. For those who have been waiting for the sequel - here it is in Renae’s own words…

Hi James, Phil and Jen WOWO, what a rollercoaster, and I tell you the final straight was the best. The wrap up of events…. 

1. Thanks to Phil for the Limo at the Airport - the best airport transfer ever!!Thanks also to James and Phil for meeting us there, a very pleasant surprise and it was great to finally meet you both.  

2. Cathy at Airlie Apartments was sensational. Hospitality was fantastic and the rooms were great. We could not have wanted anything more, they were perfect! I have jumped on Trip Advisor and provide a review of Airlie Apartments and the generous hospitality. She even drove us to the marina for the ceremony and to the airport to leave 

3. Sharon from Guardian was fabulous. I just got off the phone with her and the stories sound great. I hope it is recognition of our the community has banded together. We even made it into the social pages, getting snapped at Capers on Saturday night!! 

4. SV Domino…..WOW. Julie and Reg were amazing. Fussea Buggers catering and Julie provided great nibbles to get us through our nerves, several cups of tea, and reg gave us a nice smooth ride to Lovers Cove. Julie even did me a rose bouquet totally unexpected and the boys had button hole roses. They were both wonderful and could not have done more to help us out!  I have provided a ripper of a review on Trip Advisor 

5. Daydream - Christine and Brad were waiting for us on our arrival. They had the place set up beautifully! They allocated us an extra hour as photos took so long and did so with no dramas at all. They were great and an awesome venue.  

6. Waterline on Shingley Restaurant! WOW, what an experience. 4 hours of dining BLISS. Awesome food & seafood, my favourite. Sam’s hospitality was great, and the Chef even came out for a chat and to ask our opinion of the food. We had the whole restaurant to ourselves, awesome wine and 3 yummy courses! I have provided a review on Trip Advisor  

7. Ziggy Ziegler Photography - was fabulous! His photos are amazing. He was there from when we boarded to the restaurant. His photos are out of this world and on Friday, yes one day after the Wedding, he provided us with an extremely generous package of 360 printed photos, a CD of all photos, and his favourites blown up. I will send some through. He was wonderful spending time with him and learning some tricks of the trade!

 8. Ivan Conway - Ivan has been very flexible over the last month. He was very professional and worked well with Ziggy as they have worked together before.  

9. Voyager - Stephan and his crew were awesome….the trip was great and Helen from Tropix photography gave us some extra special attention taking some great fun shots on Whitehaven beach and a package of 10 free printouts and a disc. I have messaged and uploaded some stuff to their facebook site for Tropix and Voyager 

10. General Airlie Businesses…..We have some outstanding meals all based on recommendations: Ship Wrecked, Coral Sea Resort Restaurant, Capers, and Sirocco Restaurant!! We went and spent (!) at the Airlie Beach markets on Saturday, I did the run out to Cannonvale and Matt and I did the Whitsunday’s Trial Run on Sunday.  We posted this blog before we left  http://brisbanerunsquad.blogspot.com/ All in all the Wedding and Honeymoon ended up perfect, better than we ever would have expected thanks to 3 people…….. JAMES, PHIL AND JEN!!! You are all champions, and maybe should go into business as wedding planners  We are definitely coming back to Airlie Beach for our 1 year anniversary! 

And yay you Renae and Matt! Has been quite the experience and with 74 FB likes and over 500 post views, it has really shown that when the content is compelling and people can relate, the story takes off. I look forward to celebrating at your wedding party this weekend!