Workplace Issues: Series Recap

Posted on March 16, 2007
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Back in March 2006, I started writing on some of the issues that we all face/have faced in the workplace. I just wanted to provide a recap of the series, along with links. Please find below the links, in the reverse order.

1. Workplace Issues #11: Governance of Meetings
2. Workplace Issues #10: Public Speaking
3. Workplace Issues #9: Employee Turnover
4. Workplace Issues #8: Office Politics
5. Workplace Issues #7: Difficult Clients
6. Workplace Issues #6: Ineffective Listening
7. Workplace Issues #5: Working Hard
8. Workplace Issues #4: Dealing with Negativity
9. Workplace Issues #3: Dealing with Job Loss
10. Workplace Issues #2: Job Boredom
11. Workplace Issues #1: Overwhelmed with the Job

Technorati Tags: Workplace Issues, Job Burnout, Boredom, Employee Turnover, Office Politics, Negativity, Public Speaking, Job Loss, Listening Skills, Client interaction, Meetings

Workplace Issues #11: Governance of Meetings

Posted on October 25, 2006
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Meetings are one of the most vital components of any business, and most teams tend to do a lot of them. Unfortunately, they take a lot of team with very little accomplishments if not managed well. Depending on which side of the table you are, you may find meetings to be boring (or waste of time) or critical to your existence. If you are a manager, it can be the most time consuming part of your schedule.A well run meeting always achieves more. It is thus crucial that meetings are managed and governed by some sort of a policy. Here is one based on my experience, in no specific order.

• Have an agenda: Make it a point to have an agenda for each meeting. A simple agenda spells out the purpose of the meeting, the time frame allocated and the participants. Project status meetings typically require all team members to be present. On the other hand a brainstorming session may only require sharp heads to be present. Whoever you choose to invite, let them all know of the agenda before hand. One meeting, one agenda. Do not combine those that need to be separated.
• Moderation: In the absence of a “leader”, meetings typically tend to wander to off-topics. It is critical to have someone moderate the meeting, so as to keep it focused and moving. Ideally the person who calls the meeting should be the moderator, but be flexible to allow team members to rotate this responsibility.
• Discipline: For any meeting - formal or informal, short or long, it is crucial members are disciplined about the purpose. Make it a point to schedule the room well in advance. Start on time. Appoint a scribe and a time keeper. A scribe is responsible for noting the minutes, while the time keeper ensures that the meeting does not run beyond. Make sure the scribe notes down the action items and the responsible parties. If you are the one who called the meeting, invite those that are needed and prepare your thoughts well before the meeting starts. Absolutely no cell phones allowed.
• Facilitation: Whoever is designated as the moderator should facilitate the meeting by summarizing the ideas and presenting conclusions. Encourage everyone to talk, yet at the same time do not force everyone to talk. Often forcing someone to talk may start a discussion that may not parallel with the meeting goals. Intervene whenever there is a breakdown, and be prepared to end the meeting if the goals are met. You don’t have to use the allocated time, and you should never exceed it either.
• Communicate: At the end of the meeting, summarize the minutes and the action items. Follow it up with an email detailing the minutes, and thanking the participants.

I am sure others may have other ideas or tips on the same. But the bottom line is the same, meetings are very expensive if the cost of labor is factored in. So take it seriously, and do everyone a favor. Remember to participate, focus, moderate and reach closure.

Technorati Tags: Workplace Issues, Meetings, Governance, Agenda, Project Management

Workplace Issues #10: Public Speaking

Posted on September 28, 2006
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It is a well researched fact that the number 1 fear that Americans have is the fear of public speaking. While I don’t have the facts, I am going to assume it is actually a global phenomenon. The primary reason is that they are afraid of looking foolish in front of other people. Unfortunately public speaking is something that can be avoided, in the workplace. Meetings, Workshops, Seminars, User Groups are all part of our work life - and yes, they all require some amount of public speaking. So how does one overcome this?

Before I go on to answer that, I want to share my personal experience. I used to be terrified of speaking in front of the class,at least during high school. My heart used to beat faster, as I started to speak. As I continued to speak, it would beat rapidly and made me speak so rapidly that my speech never made sense. The idea of me looking foolish in front of 70 children would always give me the goosebumps. But I wanted the limelight, and I never stopped talking. Iwasn’t doing it on a regularly, but I was excited at such an opportunity. Today, I am still not there but I have come a long way and while it wasn’t easy it was not too difficult either.

Here are some steps to overcome the fear.

1. Know the audience: Yes, it is true that what you know before anything else is the subject of your speech. But that doesn’t mean you start preparing a speech right away. It is very important that you know what type of an audience you are going to have. The type of audience determines the image you want to convey, the language (or vocab) to be used, collective intellect etc. It is often helpful to have some of your own, as members of the audience. Treat the audience as someone you have known, or even as a single entity or (if this is your style) picture them naked. The idea is you bring them to the level you are comfortable talking to; then make eye contact and deliver. Keep the session interactive, let members defend you or spread your message for you.
2. Prepare your speech: Now that you know your audience, you are ready to prepare your speech. For this you need to know the material, so do your homework. If you are doing an impromptu you probably have no fear of speaking - this entire post is a moot point. Organize your material based on your knowledge of your audience. Put down all your thoughts on a poster board, or even a mind map, anddevelop the content. Organize the content around the context of your speech. Visualize yourself giving this speech, a mirror is a great tool. Imagine yourself making mistakes (in your dry run), and come up with good exit plans (how you can get out of the knot). Record it, and listen to it. Get someone to watch and listen, they can provide some feedback on the whole package - content, delivery and the perceived message.
3. Deliver your speech: Now that you are mentally prepared to speak publicly, remember that audience want you to be interesting, stimulating, informative, and entertaining. So try to make them comfortable and they will help you succeed. Start with a joke, a story, a question or even a band. Move around as you start with the main subject. Keep eye contact, and never apologize for anything. Pretend nothing happened (unless you have offended someone in the audience) and keep on rolling. At any time never call the audience’s attention to you - it should always be on the message. Towards the end the audience may be restless, so wrap up with a concise summary and end with a smile.
4. Repeat: Don’t be a one trick pony. One public engagement is not a measure of your success. Gain on each experience, and try to rectify. Experience builds confidence, which is the key to effective speaking. Also remember youdon’t need to have an agenda to speak, just speak at any social gathering (without being an annoyance). Speaking often hones your skills and reduces any fears you may have.

If none of these suggestions work, try taking classes in public speaking in night school, join Toastmasters , or find other opportunities to speak to your family (as a group).

Technorati Tags: public speaking, fear of speaking, success with speaking, toastmasters