Monday, July 27, 2020

3 Ways to Ensure Online Meetings Don't Suck

Before I begin today's post, let me apologize for the blog being unavailable for the last several days. Due to a technical glitch (which I don't understand, nor do I want to understand), my website wasn't available. Things are all better now, so let's begin....




Once the initial shock wore off and we all realized our work lives were going to be upended from the pandemic, some of you began to look at what is usually termed "the bright side."

"I can work in my pajamas."
"I don't have to smell stinky reheated food in the office microwave."
"I don't have to attend meetings."

This last one, of course, didn't last long. As soon as the boss figured out how to use Zoom, meetings became even more of a big deal. They lasted hours. They included business and non-business items, such as how to make pizza out of dried beans and macaroni.

Now that we've settled into the routine of working remotely, or working with only some of the staff some of the time, it's time to rein back in those unruly meetings and establish some kind of order. Some things to think about:

1. Have an agenda. Just like in the old days when you met in person, meetings need an agenda -- and the meeting planner needs to stick to it. 

2. Stick to a time limit. Without a time limit, meetings will expand. And expand. And expand. Try scheduling them for no longer than 50 minutes. That's a tip I got from a management guru -- he told me that by having a meeting from, say, 10 a.m. to 10:50 a.m., it gives everyone time to take a potty break, check messages and be ready for an 11 a.m. appointment.

3. Be inclusive -- and exclusive. Zoom meetings mean that you need to get dressed and look decent, find something to keep your toddler busy and try and get your dog not to bark every time you shift in your chair. In other words, it can be a bit of a hassle. So, meeting planners need to think long and hard about who needs to be included in a Zoom meeting -- and perhaps even seek input from employees: "I'm having a meeting on XYZ. Are you OK with not being included, or is this something you want to sit in on?" At the same time, make sure you include everyone if the meeting is something like a morale booster or brainstorming session.



 

Monday, July 20, 2020

How to Connect More Easily With Anyone



Even before the pandemic, getting to know someone was difficult. Whether it was a new co-worker, a client or even a boss, finding the right mix of friendly small talk without crossing professional boundaries was a sometimes difficult balancing act.

But now, we have masks that cover our faces during face-to-face conversations, or contend with bad phone connections or video conferencing that can make small talk even more challenging.

Many years ago social psychology researcher Arthur Anon came up with a list of questions that are found to deepen connections. His research shows these queries only take about 45 minutes to discuss, but make participants feel better about the other participants.

Here's a sampling:

1. For what in your life do you feel most grateful?

2. What would constitute a perfect day for you?

3. If you could wake up tomorrow having gained one quality or ability, what would it be?

4. What is your most treasured memory?

5. Your house, containing everything you own, catches fire. After saving your loved ones and pets, you have time to safely make a final dash to save any one item. What would it be? Why?

There are more questions listed here, and some may not be appropriate for professional situations. Still, it's interesting to think about your responses to these questions, and how they can help you interact more easily with others on the job. At a time when we're trying to connect more honestly with others, this may be a great place to start.

Monday, July 13, 2020

Bad Zoom Habits to Break Now




When we first started using Zoom meetings, it was a learning curve for many. It was often funny -- the cat who constantly walked in front of a co-worker's computer screen or the pants-less spouse who ran by in the background.

But Zoom has become a daily fact of life for most of us, and a lot of these "funny" or "odd" or "embarrassing" incidents have lost their charm. Colleagues no longer want to look at your cat or hear your kid's TV program blaring in the background. They don't want to see you looking like you were dragged through a hedge backwards.

It's time to accept that Zoom meetings are here to stay, and it's time to conduct yourself just as you would in any professional situation. Here are some things to think about:

1. Prepare yourself. Don't show up to a Zoom meeting after just working out or just waking up. Would you walk into a conference room dressed in ratty sweat pants or with your hair sticking up in five different directions? You've had plenty of time to adjust to working at home and starting to dress like a grown-up. Doing otherwise signals to your boss and your colleagues that you're not taking them or your job seriously. (And don't think you can get by with using an avatar -- everyone is expected to show their actual face by now.)

2. Improve your environment. It's been interesting to see pieces of various homes while on Zoom. But it's no longer interesting to see your dirty dishes, your unmade bed or your dying plant. Many people associate a messy desk with a disorganized person, so don't send that message from your home. You may have a limited space to work, but take the time to convey your professional approach to your job -- or others may think you're just waiting to crawl back into that unmade bed as soon as the call is over.

3. Use your manners. Showing up late, slouching in your seat, messing with your phone and not being prepared for the issues to be discussed are all bad form during a meeting, and that includes those conducted via Zoom. Make sure you're speaking clearly, smiling when appropriate and sending a 'I'm-here-and-I'm-ready" visual vibe to others. Anything less than that is rude and unprofessional.

While many of us are working from home, our face-to-face contact with colleagues and bosses is limited. If you're not making the best impression possible during Zoom calls, you're seriously undermining your career because that visual interaction will provide a lasting -- and unimpressive -- memory for others.


Monday, July 6, 2020

How You're Showing Intolerance at Work



The ongoing protests and calls for greater equality in our country are prompting many changes, from renaming buildings to large donations to diversity organizations.

For many, however, these changes won't directly impact them. Whether they're working from home or going back to work, they may not really think about diversity other than to be supportive of various causes or to voice their concern.

Yet, diversity does affect all of us. Every day. Whether we can admit it to ourselves or not, we all show prejudice in various ways at work. This doesn't mean we are openly hostile to someone of color or nationality, but it still exists.

These prejudices also don't mean we're all bad people. We just need to become better informed and more aware of our own actions. Things we do or say (or don't say) can lead to real harm, whether it's damaging someone's reputation, ensuring the person doesn't get ahead or even leading to that person losing a job.

Here are some things to think about:


  • Your network. Check out your online connections, whether it's Facebook or Instagram or LinkedIn. How diverse is it? Do you have connections -- people you regularly connect to -- who are from different cultures, races, genders, etc.? Do you have conversations about topics outside of work-related matters? Do you listen? Do you learn? Do you interact with people who disagree with you?
  • Your effort. In your workplace, are there people with names that you find difficult to pronounce? Is that the reason that you've come up with a nickname or otherwise shortened the name to make it easier for you? No one should be forced to change his or her name for such a reason -- it shows a real lack of respect and professional courtesy. You may need to ask the person to help you with the pronunciation, but that's OK. Start making an effort to be more open and receptive to others who aren't like you.
  • Your assumptions. More than once, I've met someone in person who says: "Oh, you sounded blonde on the phone." What does that even mean? How do you sound blonde? Or, I've been treated derisively by someone because of the slight twang of my voice. We often make assumptions because it helps us quickly categorize people and decide what we will do in reaction to that person. So, a shorter-than-average man must have a "Napoleon" complex, a blonde girl who dresses preppy must be a sorority airhead and a Black woman who went to Harvard must have been an affirmative action student. Think hard about how many times you do this, and even ask family and friends to make you aware when they hear you making assumptions about colleagues.

We can all do better and there's no time to waste. Start today thinking about the way you interact with others at work and how you can really start to make a difference in your own actions and attitudes.