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Uncertainty

Uncertainty: Turning Fear and Doubt into Fuel for Brilliance by Jonathan Fields takes uncertainty by its throat and furiously knocks it down. This is no self-help book about overcoming your fear (of spiders). This is a research-driven exploration of the underlying mechanics of uncertainty. And, ok, maybe also a bit of a self-help book, but then one that is next on your list!

F.E.A.R.: False expectations appearing real, the best definition of fear I have heard in my lifetime. Uncertainty and fear of judgement go hand in hand. Jonathan Fields defines judgement as a three layer cake: 1) Judgement from those whose approval you seek (e.g. peers, mentors), 2) Judgement from people from whom you seek money for your creations, and 3) Judgement from yourself. People are always asking themselves two questions: 1) Is this good enough? and 2) Am I good enough?

Two of the many experiments described paint a clear picture of how crippling fear is. The one is an experiment in which people were asked to pick a ball from either a box with a certain (50/50) division of balls, and an uncertain box with a random division between both. The manipulation was the presence of an audience, and people were more likely to choose for the latter when there was no audience present. A natural experiment is that of artists from whom their work was being commissioned (asked to paint with a specific goal). Judges were asked to rate the creativity of two paintings by each artist, one that was commissioned and one that they made for no particular reason/goal. And you have probably already guessed it right that the latter was judged to be far more creative.

The book introduces the concept of uncertainty but then ventures much further. Fields debunks the myth that there are fearless creators, people who are not afraid of anything. He instead proposes that everyone has his or her fear and doubts, but that some have learned to effectively deal with them. One of the first techniques is to find your certainty anchors, to explore and evaluate your lifestyle ritual and alternate between bursts of work and recovery. Later chapters explore building your hive (find the spot where you are challenged just enough), socializing creation (create with others), and training your brain.

Overcoming uncertainty boils down to learning to live, even to embrace, your uncertainty. Field has three questions that you must ask to take control of your life again: 1) What if I fail, then recover? 2) What if I do nothing?, and 3) What if I succeed? Already by posing (and answering) these fundamental questions, you will mitigate a large amount of uncertainty. Real-life examples combined with research and tips make this book one of a kind. From big-time CEO to student, everyone has something to learn from Uncertainty.

More on Uncertainty:

http://www.theuncertaintybook.com/ – The Website of Uncertainty

http://www.accidentalcreative.com/creating/uncertainty-an-interview-with-jonathan-fields/ – Interview with Fields

http://lateralaction.com/articles/uncertainty-jonathan-fields/ – Interview with Fields

Do Androids Dream of Electric Sheep?

“You will be required to do wrong no matter where you go. It is the basic condition of life, to be required to violate your own identity. At some time, every creature which lives must do so. It is the ultimate shadow, the defeat of creation; this is the curse at work, the curse that feeds on all life. Everywhere in the universe.”  – Philip K. Dick

Lessons learnt: When androids become humanlike (in the EQ department), things start to become creepy real fast. People value ‘real’ things over ‘fakes’. Do not blindly trust your memories.

It is the year 1992, World War Terminus has passed and the world is covered in levels of radiation. Most people have moved to colonies, incentivized by receiving a free ‘andy’ (android) by the UN. Yet still people remain on earth, some because they do not have the mental capacity to come along (only smart people were allowed to go), others because their job requires them to stay on earth. The latter case is true for Rick Deckard and his wife Iran. Rick is a bounty hunter with the San Francisco police department and he is about to face quite the challenge. This is how Do Androids Dream of Electric Sheep (DADOES) by Philip K. Dick starts.

Over the course of the book, Rick will headhunt 6 andies that have escaped from the colony and who are posing as humans on earth. The story is not too long and can be read within a few hours (just like Animal Farm), more interesting is how the andies are depicted in the novel. They look just like humans, eat food and even dream (but probably not about electric sheep). The only thing that is different is that they have no feelings such as that we humans have. Rick uses a so-called Voight-Kampff Test, something that detects how fast and in what magnitude the test subject responds to different situations (it is comparable to a lie detector). Where in DADOES people are immediately shocked by an example of people eating animals (they are almost extinct and are kept as very expensive pets /status symbols), the andies have a delay in their response. What I find interesting is that tests like this would be very hard to do. Not every person responds in the same way, psychopaths or people with less affect might not even show readings when presented with very grotesque imagery. At the same time, humanoid androids can be programmed to show very sudden or delayed responses, making it impossible to detect who is who (without cutting someone open of course). It leaves a man thinking.

Another interesting aspect of DADES is the mood organ. It is introduced in the very beginning and can be explained as a device that lets you choose your emotion, its duration and intensity. Here is an excerpt:
“Dial 888,” Rick said as the set warmed. “The desire to watch TV, no matter what’s on it.”
“I don’t feel like dialling anything at all now,” Iran said.
“Then dial 3,” he said.
“I can’t dial a setting that stimulates my cerebral cortex into wanting to dial! …

What if we could control our emotions? What would people choose, would we all set it to eternal bliss, or would we then forget to eat and sleep? And what if we could endure the most horrible jobs with a smile, just because you put the settings on happy in the morning. And what about including emotional states such as depression, would you need to know what is a ‘good’ mood again, or can you be happy without knowing what sad is like. With the ying-yang symbol (and philosophy) in mind, my intuitive answer would be no. We are of course not currently that advanced in technology that we can really do this, but I guess that we are darn close.

“I like her; I could watch her the rest of my life. She has breasts that smile.” (Rick about a female andy) – Philip K. Dick

Maybe DADOES was written as just any sci-fi story, maybe it was written to get people to think about the subjects discussed before. There may not be a definitive answer here, but it sure did the latter for me. DADOES was written in 1968, but now still reads as if it could happen within a few years. It is not a book that you need to have read, it is a book that is great for the summer and to discuss with friends. If you are more fond of movies, there is the adaption called ‘Bladerunner’ which you can watch.

More on DADOES

http://www.gradesaver.com/do-androids-dream-of-electric-sheep/study-guide/ – DADOES study guide

http://www.larevuedesressources.org/IMG/pdf/dadoes.pdf – Pdf of DADOES

http://en.wikipedia.org/wiki/Do_Androids_Dream_of_Electric_Sheep%3F – Wiki on DADOES

The 21 Irrefutable Laws of Leadership

“People don’t care how much you know until they know how much you care.” – John C. Maxwell

Lessons learnt: Effective leadership is influence. Leaders grow every day. Leaders chart the course. Leaders develop leaders. Trust is the foundation of leadership. Leaders decide with the available data. You attract people who are like you, people do what they see. Leaders should create wins… continually. Leadership value is measured by succession.

Remember John C. Maxwell from his 5 levels of leadership? Not only is he a great speaker, he has also written 10 books on leadership (and many more on relationships, attitude and equipping). With this many years of experience, one might think that he has learned all there is to learn about leadership. Maxwell disagrees with you there, he states that he is just a student, ever continuing his learnings and at the same time spreading the lessons he has already learnt. In the updated and revised version of The 21 Irrefutable Laws of Leadership by John Maxwell, you are given an insight into more than 50 years of experience and research, some great leadership stories and lessons you would not dare to forget.

A review would not do justice to contemplate al 21 laws here, therefore I have chosen to introduce the two that I found most important: The Law of Progress – leadership develops daily, not in a day & The Law of Addition – leaders add value by serving others.

  1. If you spend €5,- on a latte macchiato every day for 20 years, you will have a great (?) cup of coffee each day. If you save €5,- for the same amount of time, you will have about €55.000,-. This short analogy illustrates that building on yesterday can give you a great advantage, being a leader is not about events (the coffee), it is about the power of process. Sometimes we see great leaders and think that they are formed right there on the spot, or that they had one life-changing event. Maxwell states “Champions do not become champions in the ring – they are merely recognized there”.
  2. What if Einstein kept all his discoveries to himself? What if the first Googlers kept their search engine for themselves? What if people only advanced themselves and not others? I reckon the world would be of a lot worse. Leadership is not about how far you can advance yourself, but how far you can advance others. Where you are only one person, there are many people around you who can learn from you (and others) and start spreading the lessons themselves. One example that comes to mind is of Elon Musk and Tesla. Not only has he developed a great company, recently he gave away all patents and now electric batteries are exploding (figuratively). Of course, Tesla also grows because others start using their technology, but others win too – it is what Stephen R. Covey would describe as synergy.

“Leadership is not about titles, positions or flowcharts. It is about one life influencing another.” – John C. Maxwell

In 21 laws, or principles, Maxwell explains lessons that may seem obvious to some people, and quite radical to others. On many occasions, he uses his own life lessons (read: mistakes, and wins) to illustrate how a leadership law has worked out. It will be very difficult to excel at all laws and therefore you will need a strong leadership team within your company. The Law of Explosive Growth explains this principle: to add growth, lead followers – to multiply, lead leaders. One thing I observed whilst reading the book is that a leader has to first know himself before applying most lessons. Many of them involve exposing yourself, making connections and empowering other people. But if you are ready for it, The 21 Irrefutable Laws of Leadership is a great resource to read and apply in your life.

More on 21 Laws?

http://perspective.org.au/book/202/executive-summary-the-21-irrefutable-laws-of-leadership—-john-maxwell – Executive Summary of 21 Laws

http://www.u-leadership.com/the_21_irrefutable_laws_of_leadership-w.pdf – Summary of 21 Laws

http://www.leaderconnections.com/resources/21IrrefutableLawsof%20Leadership.pdf – Another Summary of 21 Laws

The Power of Self-Confidence

Another classic by Brian Tracy. This time about being self-confident. What I like about this book is that he starts with the foundations: values and goals. Self-confidence comes from within and is not a product of your surroundings.

One of the great stories in the book is about a man that receives a cheque for half a million from John D. Rockefeller. His business was struggling but now he decides to give his whole and becomes profitable within the year. Of course, he never cashed the cheque, and if he did he would have found out that it was someone from the mental hospital pretending to be John D. Rockefeller.

The last chapter of the book deals with self-confidence and how your actions can help you build it. Only through practice, you can become better at something, the same goes for self-confidence. Feeling a little light in the self-confidence area or just want some inspiration to listen to (or read), be my guest.

Think and Grow Rich

Start with a burning desire, make a decision to follow it, and be persistent. That is what Napoleon Hill advises in Think and Grow Rich. How much his advice is grounded in psychology (or how much not), I don’t know for sure. He argues that you should engage in ‘auto-suggestion’ and probe yourself into thinking about your goal (desire) all the time.

On the one hand, I dearly believe that it’s good to have goals and to know what you want. On the other hand, I question the efficacy of pounding an idea in your head – what if it’s not a good idea. And as with the previous book, how much of this ‘auto-suggestion’ will, you actually engage in.

Napoleon Hill states that most of his ideas came from Andrew Carnegie (of railroad/steel fame and riches). This makes me feel more confident about the lessons in the book in one way. At the same time, however, we never get a mention of Napoleon Hill in Carnegie’s autobiography. So I leave it to you to decide if you wish to read it.

The Power of Self-Discipline

Brian Tracy is the master of self-help. With about 100 books to his name, a large training corporation and some other ventures, he has built quite the empire. In The Power of Self-Discipline, he embarks on teaching valuable lessons about motivation, the power of routine and time-management.

Yes, many of the lessons are quite straightforward, but so are the management principles by Peter Drucker. What sets Brian Tracy apart from other experts is his many years of experience and focus on (audio)books. He isn’t trying to sell you training but wishes to give you complete information in one go.

This in no way means that it’s perfect. As with many other self-help books you are expected to take the lessons about time-management and learn how to apply them yourself. Still, the lessons are inspirational and very interesting. If you have some time left on you commute or want to get some extra motivation whilst working out, give it a try!

Life is an Obstacle Run (Dutch)

De muur, een obstakel van 4 meter hoog, kom ik voor de tweede keer tegen. De eerste keer was 5 weken geleden op het strand van Scheveningen. De muur is een soort van halfpipe, maar dan zonder skaters en met gekken die vrijwillig door de modder tijgeren op hun vrije zaterdag. En daar was ik er een van, samen met mijn broertje (Tom) deed ik mee aan de Strong Viking Run – Water Edition. Vijf weken geleden was de muur mij de baas, nu was het tijd voor de revenge…

Tijdens de 13km run kwamen we vele uitdagingen tegen, zowel fysiek als mentaal. Helemaal aan het begin proberen we onze schoenen nog een beetje schoon te houden, al voor we op de helft zijn zitten we helemaal onder het modder. Je merkt dat je perceptie de werkelijkheid snel kan veranderen. Zo is een beetje modder vies, maar veel modder niet echt erger. En zo kan je moe zijn van het hardlopen, maar als je doorgaat blijven je benen het nog steeds doen.

Fysiek is een dergelijke run een uitdaging in zowel de lengte (13, of 19km voor de diehards) als de obstakels. Het traditionele klimrek van de basisschool was geupgrade zodat je naast verticaal ook nog naar boven moest klimmen en 10 burpies doen nadat je al 9km hebt gerend is ook een uitdaging.

Mentaal waren een twee momenten waar je jezelf even door moest zetten. De eerste was in een bak met ijswater, inclusief foto van The Ice Man himself – Wim Hofman. Daar moest je kopje onder, om daarna aan de andere kant verfrist weer boven te komen. De tweede was een 15 meter hoge glijbaan, of om preciezer te zijn, een verticale glijbaan. Even diep ademhalen en de knop om, je komt toch wel veilig beneden.

Welke ‘soort’ mensen aan een dergelijke run meedoet weet ik niet. Ik zag een oudere man op blote voeten met een grote glimlach rondrennen. Ergens anders liep een team van de lokale bootcamp. En verderop zag ik een paar dames die pas sinds kort het sporten hadden opgepakt. Wat ik denk dat ze allemaal gemeen hebben is de behoefte om zichzelf uit te dagen. Om te kijken hoe ver je denkt te kunnen gaan, en daarna net iets verder te gaan.

Ik denk dat het leven ook zo is, dat het leven een verkapte obstacle run is. Soms loop je tegen muren op en weet je niet hoe je er overheen moet komen. Maar dan kijk je links of rechts en zie je nog iemand staan naast die muur, misschien kan je er samen op komen. En soms voelt het alsof je al uren aan het hardlopen bent en je het biertje op het einde maar niet bereikt. Voor dat soort momenten is het goed om te weten waarom je rent, maar ook om tegelijkertijd te genieten van de run.

“It is good to have an end to journey toward; but it is the journey that matters, in the end.” – Ernest Hemingway

Misschien ben je net begonnen aan je eerste baan en weet je niet zeker of je wel in de goede baan zit. Of ben je nog aan het studeren en mis je even de motivatie om aan je scriptie te zitten. Probeer dan altijd in te zien dat de weg naar het doel ook leuk is, dat het een ervaring op zich is, en het een ervaring is die vele andere mensen niet kunnen meemaken. En vergeet ook niet om je heen te kijken naar je mede-renners, wie weet lopen ze tegen dezelfde muren op.

Wat ik wil zeggen is dat je altijd door kan blijven gaan en niet snel moet opgeven. Opgeven kan wanneer je het verkeerde doel achterna gaat, of tijdelijk wanneer je geblesseerd bent. Blijf jezelf altijd verbeteren en je zal verbaast zijn hoe ver je kan komen. Bij de Strong Viking Run hadden ze een paar zinnen die we aan het begin moesten zeggen, die parafraseer ik hier graag:
“De viking run is geen wedstrijd, het een uitdaging die we samen aangaan. Vikings helpen elkaar en laten geen viking achter. Hooray. Hooray. Hooray.”

Ik doe nog een paar stappen achteruit en ren naar de muur toe, voet na voet ga ik hogerop en ik zie de rand dichterbij komen, nog één stap verder en ik kan erbij. En ja hoor, nadat het in Scheveningen niet was gelukt kom ik nu bij de rand en kan ik mezelf omhoog trekken. Enkele seconden later komt Tom mij achterna en kunnen we een triomfantelijke high-five geven bovenop de muur. Volgende uitdaging, 19km.

Essentialism

“Every day do something that will inch you closer to a better tomorrow.” – Doug Firebaugh

Lessons learnt: Clarity and focus allow us to do more with less. Invest your time. Do the right thing, at the right time, for the right reason.

Essentialism is the disciplined pursuit for the vital activities that make our life worth it. This is my definition and it differs just a bit from that of Greg McKeown. Stating that essentialism is the pursuit of less is a bit too harsh and misses some of the crucial nuances. In the end, your time on earth will be the same, essentialist or not, so focusing on the right things is one of the most important things we can do. In Essentialism: The Disciplined Pursuit of Less, McKeown gives his perspective on how to do this.

The book is divided into four parts: 1) essence, 2) explore, 3) eliminate, and 4) execute. The first explains the mindset of an essentialist. One of the main ideas is that almost everything is noise. One way for you to assess this is to ask yourself the following question: Will this matter in 10 years? To many activities you can say no, and subsequently consider cutting them from your life. In the second and third part, the book explores how to find the right activities (e.g. by being really selective) and how to cut out the non-essential (e.g. by editing your own life).

What might be the most interesting part are the chapters on execution (especially for those who are already doing the right activities). Here McKeown explains 6 techniques on how to make doing the vital few things almost effortless. Here are 3 of them:

  1. Subtract – cut or overcome obstacles that prevent progress
  2. Progress – start small and celebrate small wins
  3. Flow – use routines to make the essential the default position (see also The Power of Habit)

“No is a complete sentence.” – Anne Lamott

In the end, Essentialism is a book about managing your life, your time and your progress. It is strong on concept and in structure. It lacks a bit in substance (there is a lot of BIG text). And maybe some ideas might have been explained in a smaller format (i.e. blog). Nonetheless it a great start in your journey into essentialism.

More on Essentialism

http://gregmckeown.com/essentialism-the-disciplined-pursuit-of-less/ – Official page of Greg McKeown

http://www.goodreads.com/book/show/18077875-essentialism – Goodreads reviews of Essentialism

http://changethis.com/manifesto/117.04.Essentialism/pdf/117.04.Essentialism.pdf – Article by Greg McKeown about Essentialism

Why Optimism Bias Is Not Good

As the investor closed the 1 million dollar deal, he felt confident, engaged, and unbreakable. In a rising economy, he made very positive predictions about the housing market, and profits were the only thing on his mind. Then the housing bubble burst. This article is about what happened with the investor, the positive and negative sides of the optimism biasthe belief in our own superior future life which affects our perceived susceptibility to risks.

Representativeness Heuristic

There are four distinct reasons why the optimism bias occurs. The first has to do with the desired end-states of comparative judgements. People are motivated to perceive/portray their risk as less than the risk of others because this is what they want to believe or want others to believe. This can be used for self-enhancement, self-presentation, and/or personal control. People are motivated to present themselves (and others) with a better, more in-control, world than there really is.

The second reason for the optimism bias lies in the cognitive mechanisms that guide judgement. Part of the construct is the representativeness heuristic, options that are more representative of the event/entity, from the viewpoint of the observer, are more often remembered. A singular focus on the target and estimating your personal risk lower than average are two other cognitive mechanisms that enhance the optimism bias.

Our information is not perfect and the third reason for the optimism bias is due to the difference in the amount and type of information available about the self versus the average person. The person-positive bias is the tendency to evaluate an object more favourably the more it represents a human being. Egocentric thinking causes people to consider desired outcomes and fail to consider adequately impediments that are likely to occur. At the same time, we underestimate the average person’s level of control.

The underlying affect (not to be confused with effect) is the final reason for the optimism bias. An affective state facilitates access to mood-congruent memories and cognitions. Because the ambient mood (for most people) is positive, positive memories and cognitions prompt judgements of low personal risk and focus the attention on the desired outcomes. Together all four processes turn us into ‘happy thinkers’, and that can certainly have some very positive effects.

Longer Life

Having introduced the optimism bias, it is time to look at the positive side. A very big positive aspect of the optimism bias is the effect on the life span it can have. Research has found that people in hospitalization will live longer if they are more optimistic about their lifespan (when other conditions are similar). The specifics about the why, and how are very debatable. What stands is that people who are more optimistic about the future, who for instance think more positive thoughts because of the underlying affect, tend to live longer.

Also in non-life threatening situations, the optimism bias has a positive effect on our perception of the world around us. People with more optimism (which in objective terms is not justifiable) have a better mood. They are less prone to depression and are more willing to face challenges. When looking at the investment banker this has resulted in a bad ending, but what about the entrepreneur who is launching an untested, new product, some optimism will help him push further. Even in the sight of backlashes and bad results, the optimism bias helps keep our emotions on the upside!

More Accidents

Your health and mindset can be improved by having an optimism bias. But through the same mechanics, severe damage can be inflicted. About 85% of people consider themselves to be better than average (50%) drivers, something that is quite impossible to be true. People, therefore, overestimate their skill in driving. Studies have found that people with optimism bias, especially considering their driving skills, are prone to more car accidents. The younger, and male, participants were considered to have the most optimism bias.

Because of egocentric thinking people also underestimate risks in other domains. One of these domains is smoking. People who smoke are aware of the risks and correctly estimate that they are at more risk of lung cancer than people who do not smoke. The optimism bias, especially egocentric thinking, allows people who smoke to neglect the risks for themselves and therefore underestimate the risk of lung cancer severely when compared to the risk they assign to other smokers.

Bubbles

Investing in stock has yielded positive results year after year. Investment bankers that were around for not too long may even have never seen a single big loss. Representative for investing was profit, not risk, nor loss. The desired end-state of investing was profits, and everyone was overestimating the profitability of the mortgage market (among others). Egocentric thinking finally eliminated any thoughts of losing money and people were creating a bubble, to large to survive. Exactly five years ago Lehman Brothers declared bankruptcy, the end of the optimism bias era, the start of the crisis. The banker from the beginning of the article now is back on the market, more cautious than before, fresh with memories of toppling banks and unsellable houses. He has temporarily been relieved of his optimism bias, but will this effect last? What will be the future of our economy and how will we prevent this from happening again? These are subjects for a later article.

Some final remarks. The optimism bias takes away some sense of reality. It is a two-sided coin. The one side allows us to be happier, and even impact our health to our benefit. On the other side is more risk-taking behaviour, worse judgement of health risks and bad investors. Enjoy the benefits, but be cautious about the downsides.

References & Further Reading:

1. Shepperd, J. A., Carroll, P., Grace, J., & Terry, M. (2002). Exploring the causes of comparative optimism. Psychologica Belgica42(1/2), 65-98.

2. Sharot, T. (2011). The optimism bias. Current Biology21(23), 941-945.

3. DeJoy, D. M. (1989). The optimism bias and traffic accident risk perception.Accident Analysis & Prevention21(4), 333-340.

4. McKenna, F. P., Warburton, D. M., & Winwood, M. (1993). Exploring the limits of optimism: The case of smokers’ decision making. British Journal of Psychology84(3), 389-394.

5. Prabhakar, T., Lee, S. H. V., & Job, R. F. S. (1996). Risk-taking, optimism bias and risk utility in young drivers. In ROAD SAFETY RESEARCH AND ENFORCEMENT CONFERENCE, 1996, COOGEE BEACH, NEW SOUTH WALES, AUSTRALIA.

6. Cummins, R. A., & Nistico, H. (2002). Maintaining life satisfaction: The role of positive cognitive bias. Journal of Happiness Studies3(1), 37-69.

7. Schweizer, K., Beck-Seyffer, A., & Schneider, R. (1999). Cognitive bias of optimism and its influence on psychological well-being. Psychological Reports,84(2), 627-636.

8. Sharot, T., Riccardi, A. M., Raio, C. M., & Phelps, E. A. (2007). Neural mechanisms mediating optimism bias. Nature450(7166), 102-105.

9. http://en.wikipedia.org/wiki/Optimism_bias

10. http://www.amazon.com/The-Optimism-Bias-Irrationally-Positive/dp/B00D1GCC5Q

3 Factors for Effective Meetings

3 Factors for Effective Meetings

Business meetings can be a real annoyance and are one of the biggest wastes of time throughout a business. They are both long, and mostly unnecessary. People become distracted, time limits are not met, and result in little to no action. This article will target to counter all of these negative aspects of business meetings. They can be productive, fulfilling, short, effective, and fun! Great preparation, effective meetings, and a thorough follow-up are the three central topics discussed in this article.

Great Preparation

The beginning of an effective meeting should, in most cases, be the end of it. Think about the need for the meeting, what is its goal? Is it really necessary to speak this over in person? Or are other alternatives a better solution, for instance email. When the purpose of a meeting is solely to inform others, not to discuss or make decisions, sending out an email with the same information can be many times more effective. Another alternative is a quick phone call. If you need to share or discuss some information with only a few people, calling them shaves off decision time. When you yourself are invited to attend a meeting, consider your necessity at that meeting, and contemplate the alternative ways you can more easily contribute.

When you have decided to call a meeting, make sure that only the people who need to be there, are there. They will most likely be most invested in the topic you are discussing. A small engaged group also allows for more effective decision making during the meeting. The select group that you have invited should have had the proper preparation. This means that you have sent the agenda in advance, and have attached all the relevant documents. This easily shaves off 30 minutes of every meeting concerned with getting everyone up to speed. Do also share your powerpoint (if there is one), this will allow for people to get a general view of the presentation and will focus their attention on you, instead of the screen, when presenting.

Effective Meetings

Effective meetings start with the right facilities. Without a beamer, the presentation will not be possible. And without the presentation itself, you are dead in the water. Effective meetings take place in an appropriate setting where technological needs are met. As a presenter, you will have your presentation on USB and email. And other technical requirements, like cables and markers, are available. Good facilities allow for optimal support of effective meetings.

The goal of a meeting should be the guiding star during the meeting. Misunderstanding the goal of a meeting could result in a large clash between co-workers. When some think about discussing a point, others ready to make decisions, and still others only to inform, your meeting will not go smoothly. Making clear what the goal of a meeting is can prevent these troubles. And when the meeting requires multiple steps, (e.g. informing and making a decision) then clearly indicate at which step you are. A clear goal during a meeting will result in streamlined cooperation, in which each goal can be pursued effectively.

In support of the goal of your meeting is the agenda. Without an agenda, there will be no direction to the meeting, and it will end without direction or goal. An agenda serves multiple goals. The first is to define the parameters of what you will discuss, and what not! It will also give structure, preferably with important points at the beginning. And when your agenda is really complete, it will also indicate the amount of time the meeting will take. With an agenda, you will define the meeting, give it direction, structure and also help with preparations.

As the chairman of a meeting, you care responsibility over the time. Set a starting time (and start at that time), and set an end time. Make sure that everyone gets to say their word. Even encourage shy people to participate. But refrain from repetition, once something is said, it has no purpose of being repeated. Of course, there is room for conclusions. These conclusions will mostly consist of calls to actions (tasks). An effective leader takes good care of the time, speed, and action list.

All participants of a meeting share responsibility for the direction of their attention. Distracted participants ensure an ineffective meeting in which people will not give each other the attention they deserve. This can be a result of multitasking (e.g. answering your email), having your head in the clouds, or being distracted by something. Making it a rule not to bring cell phones, only inviting the people who need to be there, letting go of unrelated thoughts, and eliminating distractions will counter these processes. In effect, this will lead to attentive participants who have a continuous focus on an effective meeting.

Thorough Follow-Up

No matter how effective a business meeting was, the real work has to happen outside of the meeting (and because of that, the time spent in them should be minimal). An effective leader follows up on the tasks that result from the meeting. He is not afraid to confront employees about the progress of tasks. And at the same time employees are not afraid to ask for help, and are willing to help each other where needed. When the next meeting is due, you should have a good overview of the progress beforehand. And during the meeting, make sure that everyone will be accounted for. Following up on tasks allows for a well-prepared leader, that facilitates the progress of the company.

Effective meetings are dependent on many factors. The above-mentioned ones are only a grasp in the large jar of possible techniques that you can explore to make your meetings more effective. With these, and other, techniques you will have prepared meetings, with a set agenda, a time frame, goal, effective discussion, and great follow-up. Good luck!

References & Further Reading:

1. http://theskooloflife.com/wordpress/why-most-meetings-are-huge-waste-of-time/

2. http://humanresources.about.com/od/meetingmanagement/a/meetings_work_3.htm

3. http://holoom.com/2010/01/04/talking-is-not-the-goal-of-a-meeting/

4. http://blogs.wsj.com/speakeasy/2012/09/20/why-business-meetings-are-often-a-waste-of-time-and-productivity/

5. http://leadership.uoregon.edu/resources/exercises_tips/skills/leading_effective_discussions

6. http://www.forbes.com/sites/lisaquast/2013/03/11/career-boot-camp-7-steps-to-lead-effective-meetings/

7. http://www.forbes.com/sites/victorlipman/2013/03/01/5-simple-steps-to-more-efficient-effective-meetings/

8. http://ctb.ku.edu/en/tablecontents/sub_section_main_1153.aspx

9. http://www.wikihow.com/Run-an-Effective-Meeting

10. http://www.meetingwizard.org/meetings/effective-meetings.cfm

11. http://thestrategyguysite.com/strategic-business-planning/5-tips-for-running-effective-meetings/

12. http://www.linkedin.com/today/post/article/20130701022638-22330283-a-simple-rule-to-eliminate-useless-meetings

13. http://www.linkedin.com/today/post/article/20130819190438-36052017-cut-your-meeting-time-by-90