Dot Connector Blog

Do create meetings that people get excited about?  (source: Pink Sherbert / CC 2.0)

Meetings: Some are great, some are horribly bad.  Some are required, while others are ad hoc events.  Weekly project team meetings can be a useful tool in managing projects.  One-on-one meetings can help leaders dig deep using questions to help their team create a shared vision.  Some people hate meetings, other people love them.  Bottom-line: meetings are only as good as the meeting facilitation skills of the person facilitating them.

“Of all the meetings that I’ve gone to in the past, virtually all of them, I’ve felt, were kind of useless.”

- Jim Buckmeister, CEO, Craigslist

What is Meeting Facilitation?

Meeting facilitation is the art of conducting successful meetings regardless of the topic, the attendees, or the location.

Successful meetings…

1. Only last as long as absolutely necessary
2. Create a forum for ideas and/or results to be openly discussed
3. End with actionable next steps that everyone agrees on

If the person conducting the meeting is skilled in meeting facilitation, they will be able to effectively achieve each of these three keys to a successful meeting.  Here’s how to do it.

Meeting Facilitation Training: 6 Meeting Facilitation Tips to Use Right Now

1. Ask yourself: what is my desired OUTCOME for this meeting?

Successful meeting facilitation begins by asking yourself this question.  Envision that the meeting is over.  What happened?  Did you achieve what you had hoped?  Do you know what you are trying to achieve?  Be sure you clearly know this going in to your meeting.

2. Need to propose an idea?  Try this: “Can I make a suggestion?”

Meeting facilitation, by it’s very nature, means taking an approach that opens people up to communicating with you and other meeting attendees.  By asking this question above, you approach the discussion as an advisor.  Doing so means that most people will be open to hearing what you have to say.

3. Is the group having a hard time making a decision?  Try this: “Let’s try X…and if then try something else if that doesn’t work.”

Sometimes you have to “take the roast out of the oven.”  This is a great technique to do so.  End the endless debate in your meeting with this simple statement.  It helps the group pick a direction, but also leaves the door open to changing it later, after you learn from your decision.

4. Need to break up an argument that isn’t going anywhere?  Try this: “I’d suggest that…what do you think?”

Meeting facilitation can often be about finding the “truth” in both sides of an argument, and bringing people together to see each other’s point of view.  By suggesting ideas using this technique, you break up the disagreement and turn the focus inward on each participant to evaluate the idea.

5. Have people who aren’t contributing?  Try this: “Linda, what do you think about that?”

Sometimes you have to call on people to get them to participate.  This can be the biggest let down, but most revealing part of meeting facilitation.  Sure, everyone wants to conduct meetings where every attendee is engaged.  Reality is this will not always be the case.  However, by taking the time to call on people who aren’t contributing, you can often find great ideas that the group can shape into action!

6. Save the last 5 minutes of the meeting to recap and agree on next steps.

Remember Tip #1 above.  You had a desired outcome for the meeting you just facilitated.  Now, take the last 5 minutes to recap what decisions were made and what next steps each attendee will take.  I’m always amazed at how different peoples perspectives can be on the next steps after a meeting when this is not done.  Eliminate confusion and communication issues with this step!

Note: Thanks to Tim Ferriss for tips 2-4 above.  They can be found in his book, The Four Hour Workweek.  I have practiced them religiously for the last 30 days and have found them to be indispensable tools to effective meeting facilitation.

How well do you find the hidden opportunity around you?  (source: AussieGal / CC 2.0)

“Opportunity is missed by most people because it is dressed in overalls and looks like work.”

- Thomas Alva Edison

“Successful people do things others don’t like to do.”

- Harvey Mackay

Techniques to Open Your Mind to New Career Opportunities (Read Time: 8 minutes)

I have spent the past 14 years of my career working with some amazing people.  I’ve seen colleagues develop amazing careers in what they do, go on to become CEOs, lead Marketing and Technology teams for large organizations, start new companies, and land new career opportunities at companies like Microsoft, Google, Expedia and more.

How do you find and capitalize on the opportunities around you?  Practice the 4 ideas below.  These are the common traits of the successful people I have had the opportunity to work with.  Use these ideas to find new opportunities and new success in your own career!

1. Forget the Org Chart and Formal Career Path

The best way to get stagnant in your career is to wait for someone to give you your next promotion.  You have to go get it.  You have to demonstrate the impact you make.  You have to bring fresh ideas and new perspectives to the table.  You have to get out of your comfort zone and do things others don’t want to do.  You have to surprise people around you with your ideas and ingenuity.

If you only “see” the formal org chart at your company as your opportunity, you have already failed.  Why?  Because you have limited your thinking about who you are and what you can become.  Only when you look outside of the org chart and formalized career path at your company will you really find opportunities to grow.

Does this mean you have to leave your current team?  No way.  It simply means thinking about yourself differently to see possible opportunities, even in your existing position, or next possible promotion.

The people I have worked with all possessed this skill.  Sometimes, the position they ended up taking was a progression on the org chart.  Other times they CREATED their new position, and usually over the course of years, not months.

2. Pursue Things Without Knowing Exactly Where They Will Take You

Find at least one thing in your current position that you are passionate about and pursue it.  Maybe you will only be able to dedicate an hour a week to this passion.  Regardless, find something in, or related to, your current position and pursue it.  Ruthlessly focus on this whenever you can.  Experiment with the idea, talk to others about it, adjust your own perceptions as you learn, and create a plan to make your idea a “thing”.  Then, execute your plan.

It’s critical to take the long view here.  As the old saying goes, Rome wasn’t built in a day, and neither will your new career opportunity.  However, investing in the idea you are passionate about will take you to places you didn’t think were possible.

For me, Dot Connector is one of those ideas.  I’ve met authors and leaders I probably would not have met otherwise.  I’ve reconnected with friends and colleagues I haven’t talked to in over a decade.  And, most importantly, I have shared ideas that my readers have found valuable.

3. Analyze Your Surroundings Without Any (Natural) Bias

Objectively look at your organization without any of the personal “filters” of conventional thinking you might normally apply.  Ask yourself a series of questions:

• What has changed in the past year at my company?
• Where is my company going?
• Who around me has created opportunity for themselves?
• Who around me has left and why? Where did they go?
• Do I see myself here in 1 year, 3 years, 5 years, or 10 years?  Why or why not?

If you recognize “pockets of opportunity” after doing this exercise, great!  Set out to capitalize on them.  If not, you have to decide where you want to take your career, and if your current employer is where you want to spend it.  Life is too short to do something you are not passionate about, or where you do not see opportunities to grow.

4. Find Ways to Help Others Grow, and Grow Your Knowledge at the Same Time

After you’ve done the analysis in #3 above, find at least one new way to bring people together that you normally don’t talk to.  Maybe it will be around your idea in #2, or maybe it will be around what you do every day. Here are some ways to do this:

• Start a blog about something you are passionate about. Don’t think you have time?  Make it.  There is no better way to grow yourself than to think about the way you think.  Blogging helps you do this, while connecting with other like-minded people at the same time.
• Does your company own other companies? Create an email list of people in the family of companies who do what you do and share ideas!  One of the best ways to find new opportunities is to help others in this way.  You’ll think differently about what you do, which helps you see new opportunities.  You will also learn from others at the same time.
• Is there a group you can join made up of people who do what you do? The same benefits as the idea above apply.  Plus, this will usually lead to great networking opportunities and contacts that you can help (and who can help you) in the future.

Bonus: Overcoming Obstacles Video (1:39)

Please spend 1:39 watching this video (if you do not see the video while you are reading this, visit Dot Connector to watch it).  You will learn something I bet you don’t know (I definitely didn’t) that will re-frame your thoughts on opportunity and failure.

Do you need a list of questions to help you prepare your new years resolutions for 2010?

Below is a great list of new years resolution questions courtesy of David Allen via his latest email newsletter (subscribe).  David is the creator of the popular Getting Things Done (GTD) productivity system.

Completing and Remembering 2009

• What was your biggest triumph in 2009?
• What was the smartest decision you made in 2009?
• What one word best sums up and describes your 2009 experience?
• What was the greatest lesson you learned in 2009?
• What was the most loving service you performed in 2009?
• What is your biggest piece of unfinished business in 2009?
• What are you most happy about completing in 2009?
• Who were the three people that had the greatest impact on your life in 2009?
• What was the biggest risk you took in 2009?
• What was the biggest surprise in 2009?
• What important relationship improved the most in 2009?
• What compliment would you liked to have received in 2009?
• What compliment would you liked to have given in 2009?
• What else do you need to do or say to be complete with 2009?

Making 2010 Your Best Year Yet

• What would you like to be your biggest triumph in 2010?
• What advice would you like to give yourself in 2010?
• What is the major effort you are planning to improve your financial results in 2010?
• What would you be most happy about completing in 2010?
• What major indulgence are you willing to experience in 2010?
• What would you most like to change about yourself in 2010?
• What are you looking forward to learning in 2010?
• What do you think your biggest risk will be in 2010?
• What about your work, are you most committed to changing and improving in 2010?
• What is one as yet undeveloped talent you are willing to explore in 2010?
• What brings you the most joy and how are you going to do or have more of that in 2010?
• Who or what, other than yourself, are you most committed to loving and serving in 2010?
• What one word would you like to have as your theme in 2010?

More Help for New Years Resolutions:

Check out these other new years resolutions articles on Dot Connector:

8 Tips for Setting Goals and New Years Resolutions

Personal Development Plan Template

Need to lead in a new direction?  Try these ideas from Jay Farner. (source: Carl Chapman / CC 2.0)

Recently, I sat down with Jay Farner, CEO of reverse mortgage lender, One Reverse Mortgage and advisor to the Rockbridge Growth Equity family of companies.  Prior to his current role, Jay was the head of Web Mortgage Banking at Quicken Loans, where he helped grow Quicken Loans into the nation’s largest online retail lender, sixth largest FHA lender and one of the five largest retail lenders in the country.  Jay did this with a team of over 2,200 mortgage bankers located in 5 different offices around the country.

In this interview, you’ll learn how Jay Farner prioritizes his time, who has had the biggest influence on him, what he teaches new companies, and much more!

How do you determine what to focus on every day?

Jay Farner: It starts by recognizing what’s urgent and what’s important.  I manage my time religiously with my Outlook calendar, and combine both work and personal onto one calendar to make it that much easier.  To make sure I focus on the important, but not necessarily urgent things, I block off 2 to 3 hours of time, 2 days per week.  I guard this time and do not schedule other things over it.  This allows me to move forward on those initiatives that are outside of the normal day-to-day, while still giving me enough time to focus on all of the issues that do come up daily.

What makes a leader?  What do you look for in new leaders?

Jay Farner: There are several traits that comprise a good leader.  First off, they have to be a positive thinker.  Someone who has a negative view of the world will have a very hard time leading others.  Beyond that, they must have a high energy level, be enthusiastic, and believe in themselves.  I really think that you need all of those things to be able to create a positive vision that inspires others to follow you.

Of course, once you can create a vision – paint a clear picture of where to go – you need to be able to take action and execute.  And, once you are in execution mode, you need to be open to constant feedback and focus on continuous learning.

Are there two or three people you “role model” or work with who have consistently challenged you and your thinking?

Jay Farner: For me, the person who taught me how to treat people, deal with tough situations, stay calm, and stay positive is my Dad.

Another person who has had a substantial  role in my development has been Dan G [Dan Gilbert, Chairman of Quicken Loans, Owner of the Cleveland Caveliers and founding Partner at RockBridge Growth Equity].  Dan has taught me how to:

• Think deeply about issues (never staying “at the surface” of a discussion)
• Always ask the right questions to the right people
• Challenge myself to always be better by asking two simple questions: What’s next? and What should we do?
  

What are the top client service lessons you have learned over the course of your career?

Jay Farner: I think it all starts with a quote Steven Luigi [Piazza, VP at Quicken Loans] always says: “people don’t care how much you know, until they know how much you care.”

Using that as the basis for Client Service is key.  Beyond that, I believe it’s about:

1. Asking really good questions
2. Demonstrating you can find the right solutions
3. Adjusting your approach to your Clients’ best way of learning
4. Being open minded to possibilities
5. Being insanely responsive to your Clients’ needs

What is the biggest lesson you’ve learned that you try to teach all young companies you work with?

Jay Farner: To focus on taking your dream and turning it into a reality.  It basically all boils down to focus: finding those Top 3 things you need to do in the business, and then applying the following formula to them:

1. Develop the strategies that will help you hit your top 3 goals/priorities
2. Develop the tactics that will support those strategies
3. Develop ways to measure your progress, and measure/adjust like crazy

Working with people is so critical, and so magnified, when you are a small organization. So, beyond the 3 step process above, it really comes down to finding the best people for the organization, and ensuring that everyone works extremely well together.

You’ve led very large groups of people.  How do you inspire people you lead to work on the right things every day, and how do you measure success?

Jay Farner: Constant communication is key, especially in writing.  This is true for sales people, but it’s also important for everyone else.  The idea of writing down what you want to communicate can be very powerful.  Writing forces you to think about what you are saying and the impact it can have.

Once you have communicated the direction you want the team to go, it’s about the old Ronald Reagan “trust but verify” approach.  You have to trust that your leaders are going to communicate and execute the direction.  But, there is nothing stopping you from what is often called “management by walking around” – essentially walking around the office(s) and asking others what they know about the new direction.  “Have you attended any training on X?”  “What do you think about Y?” – you get the idea.

It’s also critically important as a leader to choose which new initiatives you want to roll out.  You don’t want to roll out things too frequently and cause confusion or lack of implementation.  It’s a fine line and takes a huge amount of trust in your leaders to help you execute.

Note from Regis: I hope you’ve enjoyed these insights from Jay Farner.  If you have, please leave a comment!

“Thinking a lot about money is the best way to ensure you never earn a great deal of it.  Far wiser is to focus on a passion, on something powerful you can do to change peoples’ lives.  I’ve always believed the money will then follow.”

- Bill Gates (to Mark Stevens)

Stop judging this book by it’s cover.  Right now.  I know, you’re probably thinking something like “God is a Salesman? Great, now we’re going to talk about religion.”  Nope, not really. Please read on…

Yes, Mark Stevens uses the prism of religion to demonstrate how God is a superior salesman.  Whether or not you agree with the analogy, you should “play along.”  Why?  This book has some stellar ideas that will make better salespeople, better marketers, and better, more demanding customers too!

I see everyone as a salesperson in some capacity.  Nothing happens until something is sold – think deeply about this old saying and you’ll realize just how true it is.

Are you presenting the recap of a project you just did?  That’s selling.

Are you trying to change the direction of a project you are working on?  That’s selling.

Are you pushing the company you work for to think differently about a way they do business?  That’s selling.  You get the idea.

Below are some of my favorite excerpts from the book with my commentary in red.

Why Most Salespeople Can’t Sell

1. They have nothing interesting to say.  If you are selling something, please capture your Client/Customer’s attention in the first 30 seconds of your conversation.   Do it in the first 15 seconds if they don’t know you.
2. They cannot present their products and services in a compelling fashion – as more than just products and services. It’s insanely critical whether you are selling products, services, or ideas to discuss them ONLY in terms of the value they give to the Client/Customer.
3. They believe that they have done their job if they get prospects to like what they are offering. The fact is, they have to fall in love with it. Challenging?  Sure.  But it’s the only way to judge your sales skills.
4. They fail to develop a power offer that makes what they are selling seem impossible to refuse. Think you can’t “close a sale” – whatever that means to you – in the first discussion you have with someone?  I know 10 other people that will.
5. They don’t bother to read the prospect.  They’re too preoccupied with the commissions (or benefits) they WON’T earn precisely because all of the focus is on themselves. Reading, or truly understanding, your “prospect” is absolutely critical.  You don’t know what you don’t know.  That should drive you crazy and drive you to want to be better.

Top 3 Timeless Observations from Mark’s First Sales Job

1. When you try to fool people, you are only fooling yourself.
2. When you demonstrate timeless value, people will embrace your offering and tell others to do the same.
3. When you can make a bulletproof guarantee, you will have an abundance of customers.

Favorite Observations from Mark

On his financial planner: “He gives me far more in terms of advice, trust, guidance, and commitment that the value of the commissions I give him.”  Can your Customers/Clients/Employer say that about you?

On how to tell a great story: “Superior storytelling relies on a few key elements: the element of surprise, a power of epiphany, the ability to entertain…[and] a newly revealed truth.”  When was the last time you told a great story?

On going from ordinary to extraordinary: “If you begin with reality and try to radiate out to the extraordinary (i.e. what to that point has appeared to be impossible) you will likely be stuck in the predictable, the mediocre, the expected.”  Instead, dream big.  Set outrageous goals.  Look at the world in a different way.  And then celebrate when you achieve a new level of success because of it!

On ensuring long term success: “Offering yourself and what you sell as an exclusive is the only way to ensure your long term success.  Exclusivity means that you: “Demonstrate and deliver a true and unique value; Don’t simply sell things, you enhance people’s lives; Deliver what no one else does in precisely the way you do.”  Are you exclusive to your Customers/Clients?  Are you greater than the sum of your parts?  Or are you just filling a basic need and can be easily replaced?

Other Favorites from God is a Salesman:

• The “table salesman” story in the Vermont ski resort town (page 27)
• The guy who successfully pitched an idea to Jack Nicklaus with a killer opening line (page 37)
• Henry Ford’s offers you cannot refuse (page 69)
• Reality check questions and next steps for your career (page 92 – 93)
• Questions exceptional sales people ask themselves (page 135)
• The final questions to ask yourself (page 144)