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#1 #12 March 1, 2013
Dear Readers “A meeting is a place where minutes are kept and hours are lost.” This is a very old saying that still holds good vis-à-vis the daily rigmarole of the organisations. Why do we have so many meetings? Why are the action loving professionals forced or expected to sit-through endless meetings which do not leave them enough time to begin actions? What can be done to break the conference room barriers and get into the open world where the concoction and aroma of freshly brewed actions await? Time to ask Y. WhY and how I should keep moving faster and better from this threshold. Start MAG – My Actions Game to remain a true results lover.
In this issue… Ten Commandments of Meetings ME-EATINGS Meeting Etiquettes
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2-5 6 7-8
Tips Talk
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Wisdom from Rabindranath Tagore
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Cheers, Rajiv Khurana Editor PS – Please don’t forget to send your feedback at rajivkhurana@vsnl.com. You may even call me at 9810211256.
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#12 March 1, 2013
TEN
of meetings
Rajiv Khurana is a
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transformationist through co-creative energy of people for individual and organizational impact. An International Management Consultant, Trainer and Executive Coach by description, he is a well published writer, author and digital expressionist.
Badey Sahib [Big Boss] seemed quite busy. He was signing documents and talking on the phone at the same time. In between, he was also looking at lesser mortals like us. We were five people waiting in the room. We were quiet yet cautious about showing our meek smiles whenever Badey Sahib’s passing glance gave us a split second look. It had been 40 minutes and three of us were waiting for our meeting with Badey Sahib to start. But chances looked dim, as the other two were there 15 minutes before us. Badey Sahib is very particular about time – His time. He believes in the “majma” style of management. He calls so many people at the same time and shows his prowess of doing so many things together. Our Badey Sahib does not believe in what John Kenneth Galbraith, a former white house advisor, once said, “Meetings are indispensable when you don’t want to do anything.” Our Badey Sahib does everything in his meeting. By accident, I came across what AL RIES and JACK TROUT wrote in their book “The 22 Immutable Laws of Marketing” – “According to one survey, the average CEO spends 18 hours a week on ‘outside activities.’ The next time-waster is internal meetings. The average CEO spends 17 hours a week attending corporate meetings and 6 hours a week preparing for those meetings. Since the typical top executive works 61 hours a week, that leaves only 20 hours for everything else, including managing the operation and going down to the front…Cut back on… the meetings. Instead of talking things over, walk out and see for yourself. As Gorbachev told Reagan, “It is better to see once than to hear a hundred times.”
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#12 March 1, 2013
I am quite scared of taking this to Badey Sahib. He did not like Gorbachev. Besides, he clocks 47 hours a week on an average in the meetings. That’s quite a Watergate on overall time. Like a true Eklavya, I have learnt a lot while sitting through the numerous meetings of Badey Sahib with my typical “silence of the lambs” posture. No body in our office can dare to do “dancing with the wolves”. I am sharing with you today, my discoveries of the TEN COMMANDMENTS of conducting meetings practiced by Badey Sahib. Most of my friends believe that their Badey Sahibs are no different. May be, they are right. Moses had problems with his unruly flock from time to time. The Badey Sahibs don’t. Try these out.
I. Thou shall disrespect the time It’s an old saying “meeting is a place where minutes are kept and hours are lost” Why blame the chairperson or Badey Sahib if IST stands for Indefinitely Stretchable Time. Lesser mortals in India have always waited for the privileged few. II. Thou shall not believe in preparation Creativity gets strangulated if put in tight structures of planning. When few brains come together, the agenda can evolve on it’s own. Why should we hamper the natural process through unwanted man made interventions?
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III. Thou shall digress Thoughts and talks are like water. Water can move in any direction. Besides how can one conduct a useful meeting without inviting the paralysis-by-analysis approach of deep digging digressive spread. People will blame the members if quick and hasty decisions are taken. Don’t you know the Parkinson’s law – the less important the point, the more time it takes to discuss and decide.
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#12 March 1, 2013 IV. Thou shall demonstrate your power in meetings Don’t you show off your dress or diamonds? What’s wrong if power gets demonstrated? That’s the hallmark of all Badey Sahibs. Only the powerful can convene the meeting to deliberate and decide what they otherwise can do without such meetings. It is a wonderful feeling when so many people with lesser or negligible powers have to leave their priorities and sit through the meeting convened/chaired by Mr./Ms. Powerful. V. Thou shall cause inconveniences All meetings must be conducted during odd hours. Late evenings or offdays are ideal times for intensive discussions without the tyranny-ofurgent-pending-work. This way, the message shall be crystal clear. Keep your belts tight at all hours for the benefit of your company. After all, Badey Sahib also has to adjust his daytime appointments in the club playing golf. VI. Thou shall use group pressures There is always a DD in a meeting. This Disagreement Darling works hard to come up with ideas, which the BIG believers don’t like. How can “Boss Is Great” believers let go of any opportunity provided by the DD? That is what we call is democracy. VII. Thou shall form and freeze opinions If people do not realize that the first impression is the last impression and they never get a second chance for the first impression, it is their fault. Badey Sahib only freezes what he seizes in meetings. We all need opinions to steer our lives effortlessly. What’s wrong if Badey Sahib does?
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#12 March 1, 2013 VIII. Thou shall keep your coterie There is nothing wrong with having friends at work. I wonder why people are fond of saying “Grapes are sour” when they are not able to reach the heights to build their relationships. A coterie is stronger than the z-plus security. Ask any politician who does not have one?
IX. Thou shall practice monarchy A whip has a lot of advantage. It drives the meetings to decisions made earlier else where. It saves a lot of time. The vote of conscience is not even liked in the democratic set up of Indian Parliament. How can Badey Sahib allow it? As such democracy exists only outside the organization. ‘Freedom of speech’ as a fundamental right gets suspended as soon as you sign the attendance register. X. Thou shall do or undo everything through meetings Agenda may come and agenda may go but the meeting must go on forever. The smell of people sitting together under one roof and displaying solidarity behind each agenda item is normally much more rejuvenating than the chai-samosa served during the meetings. I remember, in one of the companies, they conducted a series of meetings to determine how the meetings in the company should be conducted. It was Thomas Edison who said, “The value of an idea lies in using it.” If you are turning out to be the Disagreeing Darlings, hold on. Conduct a meeting and enjoy the bliss. To add flavour, don’t forget to top it with the chai-samosa or idli-dosa... 5
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#12 March 1, 2013
If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be 'meetings.' Dave Barry
The least productive people are usually the ones who are most in favor of holding meetings. Thomas Sowell
Meetings are a great trap. Soon you find yourself trying to get agreement and then the people who disagree come to think they have a right to be persuaded. However, they are indispensable when you don't want to do anything. John Kenneth Galbraith
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Are you lonely? Do you hate making decisions? HOLD A MEEATING! You can – See people Show charts Feel important Point with a stick Eat Samosas Impress people All on company time! MEETINGS The practical alternative to work
To get something done a committee should consist of no more than three people, two of whom are absent. Robert Copeland
If computers get too powerful, we can organize them into committees. That'll do them in. Author Unknown
If Columbus had an advisory committee he would probably still be at the dock. Arthur Goldberg
Our age will be known as the age of committees. Ernest Benn
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#1 #12 March 1, 2013
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Move in with preparations Check agenda. Go through your points for participation. Seek clarifications, if necessary. Carry relevant papers. Get into the right mental frame. Request team mates to hold fort for you while you are away.
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Extend positivity, stay focused
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Express clearly and precisely
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Turn off the gizmos
Wear a pleasant look. Be enthusiastic. Exchange pleasantries and get on with the task ASAP. You have work waiting for you when you return to your desk.
Time is always in short supply during any meeting. Everyone wishes to share their opinion, experiences and ideas. Respect the time. Talk precisely. Use simple jargon free action oriented language. If not ready, wait for others to speak first. The world would remain the same after you come out of your meeting. Take a gizmo-break! Leave your cellphone behind for colleagues to handle in case you are expecting any urgent and important call. Tell them to disturb you only when the sky falls. Rest assured, the sky will remain where it is. If there are too many SMSes, FB updates, Whatsapp messages that you need to check in between, decide whether you actually need to participate in the meetings.
MEETINGS acronym is the Intellectual property of Rajiv Khurana
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#1 #12 March 1, 2013
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Invite and encourage wider participation When you are courteous with others with your words and conduct, you get suitably reciprocated. A lot many silent participants need a bit of friendly nudge to open up. Your support will always win them over.
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Neutralize negativity
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Give a good ear and ask smart questions
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Show readiness for actions and results
Why do you boast of your humour and charm if you don’t use it at the right time and place? If you don’t have enough of it, invest your efforts in developing the qualities. Meetings are a great practice grounds. Everyone would love you if you are a good listener. When you listen well, you learn well. Top it with good seeking skills. Ask smart questions that may propel the speaker to dig deeper and unravel more. Good for the overall purpose of the meeting! The purpose of any meeting is to develop wider and better understanding amongst participants along with ensuring that certain actions for results get committed. Understand your role clearly in terms of actions expectation. Raise your red-flag if you still have reservations or ambiguity. Give assurance on your part to others about your diligent execution. Go out of the room with enthusiasm for actions and results. Your smiles would say it all when you return to the next meeting to take stock.
MEETINGS acronym is the Intellectual property of Rajiv Khurana
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#12 March 1, 2013
How to manage politics around you at your work place? MIND YOUR OWN BUSINESS. You won't get time to hear or talk about people if you keep yourself busy. BE NON-ALIGNED. Don't choose sides. Retain a comfortable independent distance. AVOID JUMPING CHANNELS. Don't go above your boss without taking proper route. BE ASSERTIVE AND NONCOMPLAINING. Empathise with others. Be suggestive. Develop collaborations. AVOID LETTING YOUR BOSS AND COLLEAGUES DOWN. They will also stand by you when the time comes. 9
- Rajiv Khurana
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#12 March 1, 2013
Rabindranath Tagore If you cry because the sun has gone out of your life, your tears will prevent you from seeing the stars. You can’t cross the sea merely by standing and staring at the water. Let me not pray to be sheltered from dangers, but to be fearless in facing them. Let me not beg for the stilling of my pain, but for the heart to conquer it. Love's gift cannot be given, it waits to be accepted.
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readers say Yes and whY-not to positive action
Time-less words‌ Where the mind is without fear and the head is held high Where knowledge is free Where the world has not been broken up into fragments By narrow domestic walls Where words come out from the depth of truth Where tireless striving stretches its arms towards perfection Where the clear stream of reason has not lost its way Into the dreary desert sand of dead habit Where the mind is led forward by thee Into ever-widening thought and action Into that heaven of freedom, my Father, let my country awake.
Ymag is an initiative of YPROSINDIA, a social enterprise founded by Rajiv Khurana