Effective Meetings 101

Photo Credit: Craig Neal

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by Rachel Harris

In many companies and organizations, leaders struggle to conduct effective meetings. There is sometimes not enough or too much time, other times employees zone out, unable to retain the important information at hand. This is not the leader or the employee's fault but rather, the structure and conduction of the meeting. In order to conduct an effective meeting to create more productivity within your area, review these 3 simple tips to help take a step in the right direction.

Here are our top 3 tried and true tips for creating effective meetings and being more productive:

1. Clarify Intent

Set aside 3 minutes to revisit the purpose before planning your next meeting agenda. Reflect on the company vision, department mission and project's purpose to ensure you on track.

2. Set Context

Increase chances of content absorption by incorporating 2 - ­3 minutes of context for the meeting. People learn and process information at different rates. Even if a meeting is held weekly, restating the overview will serve as a transition from whatever people were doing prior to joining the meeting.

3. Check-­In

Add a check­in at the start of the meeting to "Hear All the Voices." Based on brain science, when people have a chance to speak within the first 5 minutes of a meeting, they are more likely to pay attention throughout the duration of the meeting.

According to the Harvard Business Review on A Guide To Running Meetings, author Amy Gallo writes to keep your meetings short and not going over an hour long. Research has shown that time pressures can lead to a more effective conversation - seeing as there is a limited amount of time go over the subject. However, always leave enough time for what is needing to be addressed, never rush a session.  

Based on the Art of Convening, these 3 tips will transform your meetings, boost engagement, and retain talented people. If you or your company is needing guidance on taking your next steps in creating effective meetings, give us a jingle at CPL @ 612­-920-­3039 to get started on your improvements.

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Wednesday Wisdom (or Wit) from Heartland

Photo Credit: Craig Neal

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"Reading and writing poetry can exercise that capacity, improving one's ability to better conceptualize the world and communicate it — through presentations or writing — to others."

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HBR Blog Network
The Benefits of Poetry for Professionals
by John Coleman  | November 27, 2012

Wallace Stevens was one of America's greatest poets. The author of "The Emperor of Ice-Cream"and "The Idea of Order at Key West" was awarded the Pulitzer Prize for Poetry in 1955 and offered a prestigious faculty position at Harvard University. Stevens turned it down. He didn't want to give up his position as Vice President of the Hartford Accident and Indemnity Company.

This lyrically inclined insurance executive was far from alone in occupying the intersect of business and poetry. 

Dana Gioia, a poet, Stanford Business School grad, and former General Foods executive, notes that T.S. Eliot spent a decade at Lloyd's Bank of London; and many other poets including James Dickey, A.R. Ammons, and Edmund Clarence Stedman navigated stints in business.

I've written in the past about how business leaders should be readers, but even those of us prone to read avidly often restrict ourselves to contemporary nonfiction or novels. By doing so, we overlook a genre that could be valuable to our personal and professional development: poetry. Here's why we shouldn't.

For one, poetry teaches us to wrestle with and simplify complexity. Harman Industries founder Sidney Harman once told The New York Times, "I used to tell my senior staff to get me poets as managers. Poets are our original systems thinkers. They look at our most complex environments and they reduce the complexity to something they begin to understand." Emily Dickinson, for example, masterfully simplified complex topics with poems like "Because I could not stop for Death," and many poets are similarly adept. Business leaders live in multifaceted, dynamic environments. Their challenge is to take that chaos and make it meaningful and understandable. Reading and writing poetry can exercise that capacity, improving one's ability to better conceptualize the world and communicate it — through presentations or writing — to others.

Poetry can also help users develop a more acute sense of empathy. In the poem "Celestial Music,"for example, Louise Glück explores her feelings on heaven and mortality by seeing the issue through the eyes of a friend, and many poets focus intensely on understanding the people around them. In January of 2006, the Poetry Foundation released a landmark study, "Poetry in America,"outlining trends in reading poetry and characteristics of poetry readers. The number one thematic benefit poetry users cited was "understanding" — of the world, the self, and others. They were even found to be more sociable than their non-poetry-using counterparts. And bevies of new research show that reading fiction and poetry more broadly develops empathy. Raymond Mar, for example, has conducted studies showing fiction reading is essential to developing empathy in young children (PDF) and empathy and theory of mind in adults (PDF). The program in Medical Humanities & Arts (PDF) even included poetry in their curriculum as a way of enhancing empathy and compassion in doctors, and the intense empathy developed by so many poets is a skill essential to those who occupy executive suites and regularly need to understand the feelings and motivations of board members, colleagues, customers, suppliers, community members, and employees.

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"As [I rose] in business ... I felt I had an enormous advantage over my colleagues because I had a background in imagination, in language and in literature."

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Reading and writing poetry also develops creativity. In an interview with Knowledge@Wharton, the aforementioned Dana Gioia says, "As [I rose] in business ... I felt I had an enormous advantage over my colleagues because I had a background in imagination, in language and in literature." Noting that the Greek root for poetry means "maker," Dana emphasizes that senior executives need not just quantitative skills but "qualitative and creative" skills and "creative judgment," and feels reading and writing poetry is a route to developing those capabilities. Indeed, poetry may be an even better tool for developing creativity than conventional fiction. Clare Morgan, in her book What Poetry Brings to Business, cites a study showing that poems caused readers to generate nearly twice as many alternative meanings as "stories," and poetry readers further developed greater "self-monitoring" strategies that enhanced the efficacy of their thinking processes. These creative capabilities can help executives keep their organizations entrepreneurial, draw imaginative solutions, and navigate disruptive environments where data alone are insufficient to make progress.

Finally, poetry can teach us to infuse life with beauty and meaning. A challenge in modern management can be to keep ourselves and our colleagues invested with wonder and purpose. AsSimon Sinek and others have documented, the best companies and people never lose a sense of why they do what they do. Neither do poets. In her Nobel lecture "The Poet and the World," Wislawa Szymborska writes:

The world — whatever we might think when terrified by its vastness and our own impotence ... is astonishing ...

Granted, in daily speech, where we don't stop to consider every word, we all use phrases like "the ordinary world," "ordinary life," "the ordinary course of events" ... But in the language of poetry, where every word is weighed, nothing is usual or normal. Not a single stone and not a single cloud above it. Not a single day and not a single night after it. And above all, not a single existence, not anyone's existence in this world.

What if we professionals cultivated a similar outlook? We might find our colleagues more hopeful and purposeful and our work revitalized with more surprise, meaning, and beauty.

Poetry isn't a one-size-fits-all solution to every business problem. There are plenty of business leaders who've never read poetry and have been wholly successful. But to those open to it, reading and writing poetry can be a valuable component of leadership development.

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Wednesday Wisdom (or Wit) from Heartland

Photo Credit: Craig Neal

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Innovation Anyone? 
The word innovation derives from the Latin word innovates, which is the noun form of innovare "to renew or change," stemming from in—"into" + novus—"new". 

Heartland programs are often considered an innovation or imagination super-boost. 

How are you allowing time for your imagination and innate innovation to emerge?

Imagination is more important than knowledge. For knowledge is limited, whereas imagination embraces the entire world, stimulating progress, giving birth to evolution.
Albert Einstein

Going forward, we are convinced, the world increasingly will be divided between high imagination-enabling countries, which encourage and enable the imagination and extras of their people, and low imagination-enabling countries, which suppress or simply fail to develop their people’s creative capacities and abilities to spark new ideas, start up new industries and nurture the own “extra.”  America has been the world’s leading high imagination-enabling country and now it needs to become hyper-high-imagination-enabling society.  
That Used to Be Us by Thomas Friedman and Michael Mandelbaum, 2011

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"US employers rate creativity/innovation among the top five skill that will increase in importance over."

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that next five years, and stimulating innovation/creativity and enabling entrepreneurship is among the top 10 challenges of U.S. CEO’s.
Ready to Innovate New York: Conference Board, 2008

Increasingly in the twenty-first century, what you know is far less important than what you can do with what you know.  The interest in and ability to create new knowledge to solve new problems is the single most important skill that all students must master today.  All successful innovators have mastered the ability to learn on their own “in the moment” and then apply that knowledge in new ways.
Creating Innovators by Tony Wagner, 2012

This is our generations Sputnik moment…We’ll invest in biomedical research, information technology, and especially in clean energy technology –an investment that will strengthen our security, protect our planet, and create countless new jobs for our people…In America, innovation doesn’t just change our lives, it’s how we make a living.  We need to outinnovate, outeducate and outbuild the rest of the world.
2011 State of the Union Address, President Obama

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Wednesday Wisdom (or Wit) from Heartland

Photo Credit: Craig Neal

A friend sent this link not long ago. It's a light touch to a serious subject.

Follow the Frog

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You don't have to go to the ends of the Earth to save the rainforest. Just Follow the Frog! The Rainforest Alliance is a nonprofit conservation organization that holds Charity Navigator's highest rating of Four Stars.

What's behind the green frog seal? Only farms that meet rigorous sustainability criteria earn the right to use the Rainforest Alliance Certified seal. These criteria address all of the three pillars of sustainability -- environmental protection, social equity and economic viability -- and farms are evaluated by independent, third-party auditors. Learn more about Rainforest Alliance Certificationand its impacts.

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Wednesday Wisdom (or Wit) from Heartland

Photo Credit: Craig Neal

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There are many ways to consider beginning a new year. The article below offers creative and generative ideas to consider.

5 Ways to Begin Designing Your Life in 2013

TIM BROWN, CEO at IDEO

Great designers don’t just do design, they live design. Like them, we can learn how to practice design thinking principles both at work and at home.

As you start designing your life in 2013, here are five ways to begin:

1. Be optimistic, collaborative, and generative.

There’s something wonderfully gratifying about creating something new, whether it’s an award-winning design or a home-cooked meal.

2. Think of life as a prototype.

Conduct experiments, make discoveries, change as needed. Any process can be re-examined and tweaked. Look for opportunities to turn a process into a project with a tangible outcome. 

3. Don't ask "what?" ask "why?"

Instead of accepting a given constraint, ask whether this is the right problem to be solving.

4. Demand divergent options.

Don’t settle for the first good idea that comes to mind or seize on the first promising solution presented to you. Explore divergent options—and then set a deadline so you know when to move on.

5. Once a day, deeply observe the ordinary.

Make it a rule that at least once a day you will stop and take a second look at some ordinary situation that you would normally look at only once (or not at all). Get out in the world and be inspired by people.

Happy designing!

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Craig and Nils: The AoC Book Launch in Denmark

Photo Credit: Craig Neal

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Mødekunst: Meeting Art

The Art of Convening book launch in Denmark

24-27 september

Trip agenda:

click here

Craig has arrived in Denmark and is staying with friends and colleagues Nils and Annelise Stahlschmidt.

Thank you to the Danish Pionerer Group and to Gyldendal ASA for making this happen!

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Heartland Member in the News!

photo credit: craig neal

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Check out this article on Bernie Saunders' book in today's Minneapolis Star Tribune, West Metro Edition.   http://www.startribune.com/106/story/853104.html

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