How to Prepare and Hold Meetings

Have you ever sat through an entire meeting and had no idea what the purpose was? To make matters worse, when you left the meeting you had no idea if you were supposed to do anything or even if anything was accomplished? I have.

Attending meetings like these can be so frustrating.  Not only do I come out of the meeting completely confused but I feel like I wasted my time when I could have been doing something more productive.

These types of meetings happen all the time. However, it doesn’t have to be that way. There are a few things that can be done to ensure that the participants come away with a good idea of what the meeting is about as well as a feeling of accomplishment and purpose.

A One Page Agenda

YES! One page. You don’t have to completely fill the entire page. When I say a one page agenda I mean that it should not be more than one page. If you feel like you need two pages, consider scheduling two meetings or focus on the one important thing. Most people don’t have the attention span to sit through a two page agenda and if you try it, you will lose them.

Figure out the most important thing you want to accomplish

Don’t worry about the detail – well at least not for the agenda. You should be fully familiar with the topic and know the details. I have a bullet list of the important things I want to discuss.  I don’t clutter the agenda with them but I am prepared to talk about them as they are helpful points but they don’t have to be on the agenda.  

A good concise summary of the topic must be sent out to the attendees ahead of the meeting to ensure that the attendees are prepared with questions and/or input to achieve the goals you want to achieve during the meeting.

Keep in mind that the success of most meetings is not the length of the agenda but the outcome.

Focus on the goals:

There’s no point in scheduling a meeting and getting everyone in one room if you don’t know what you want to accomplish.  Are you trying to get buy-in to a project you are working on? Are you trying to get new ideas for the project? For example, are you asking the participants to help you figure out additional research that needs to be done? Are you showcasing the work your team did on a particular project and how you accomplished it? It’s important to let the attendees know why they are going to be sitting in a conference room or on a conference call for a certain amount of time.

If you are asking for help on a project you probably are asking people do do certain tasks. It’s important to be clear about this.  Be with another sheet of paper to write down the tasks and the names of the people assigned to do the tasks.  This will be helpful later on when you are doing your follow up.

That’s it. During the meeting that’s all you have to do. Be concise, be susinct and be prepared.

One bonus tip:

After the meeting you must send out a summary of what took place. You don’t have to write down everything that happened during the meeting or the call. You’re not a court reporter or a scribe. Touch on the highlights of the meeting and list the people who will be helping you as well as the due dates or at least the dates when you will be reaching out for status. Doing this will make sure that everyone is on the same page and there are no miss-understandings.

In your summary invite questions and make yourself available for additional individual discussions in case there is a need to clarify anything that took place or anything being asked of the participants.

Do you have any other tips and/or tricks for holding meetings?  These days we are meeting more than usual.  What have you learned about your meeting style?  what has worked and what hasn’t worked?  I’d love to hear it.

See you on the next blog post or the newsletter.  Make sure to subscribe for more articles like this.

Thanks

TheParalegal

Working from Home – How do I feel about it?

I’m not new at working from home.  A couple of years ago I worked from home for an entire year.  I loved and it was probably the most productive I’ve ever been.  I don’t have children (I have two poodles) so I never had to worry about getting interrupted and my time is my time.   During this time I set up a new process for regulatory monitoring for the entire consumer bank and the process is still going strong with some changes.  We developed a regulatory library with laws impacting the industry from every state in the United States and recently we’ve added some foreign jurisdictions.  This program is now the basis for our obligations.

Since the pandemic, I like many others in the country, have been working from home and again, this is probably the most productive I’ve been.  My job consists of reading lots of laws, summarizing them and letting the legal teams know about upcoming legislation and how it will impact the industry and the processes we currently in place.  I know, it sounds boring but I enjoy it.  I’ve always said that if I weren’t a paralegal I would probably be a librarian.  I love reading and enjoy the quiet.  I am also an introvert.  I don’t mind crowds.  I’m not opposed to having a social gathering (when able to) but I don’t do well if that’s the norm.

Since we are all talking about getting back to the office I’ve become more stressed.  I don’t enjoy the set up.  There are too many distractions.  Not necessarily people who want to come chat with me.  My cubicle is actually pretty out of the way so unless someone really needs to talk to me I can go days without seeing anyone.  The walls of the cubicles at the office are high enough that I don’t even see the person sitting in the cubicle immediately in front of me unless we both stand up.  The distractions I’m talking about are the other conversations.  They don’t have to be loud to be distracting.  Sometimes when they are mere whispers they are more distracting than if they were loud, I think.  I guess my brain want so figure out what is being said.  Call me nosy!!!!

Anyway, working from home allows me the opportunity to really focus on what I’m reading and when comes time to summarize the law it allows me the focus to get the job done much quicker and more concise.  Since we began working from home I have found that I don’t need as much time to get through the work I need to do in one day.  Normally, that entails going through each of the states legislative sites and finding introduced legislation and marking it to be tracked.  Once that is done I go through the legislation that I am tracking to see if there are any changes and what the chances are that a bill will become a law.  I enjoy having the time to actually think about patterns.  How many states are introducing the same type of bill?  Will it impact another area of the industry?  Have any states figured that out?  What should I let the attorney know to keep an eye on and to tell the client?  These are the things that I have had the time to think about since the distractions are at a minimum.  When I’m in the office I barely have time to get through the new legislation, let alone have time to see patterns.  Most of the time, when in the office, I’m in reaction mode.  Trying to stay above water.  It’s been nice having a bit of breathing room lately.  I’ve even taken a few classes in other things I’m interested in learning.

What about you?  Have you been working from home?  How is that going?

How I’m becoming paperless

The past couple of years I have tried and failed and tried and failed to become paperless at home and in the office.  I think I’ve posted a few times about my attempts and then eventually I give up because it becomes difficult to maintain.  I will admit that it is not the easiest thing to do and I find myself many times a day reaching for a pen and paper to jot down a quick note only to remember that I don’t keep pens or paper on my desk.  I do that on purpose because I know that if I keep either of those on my desk I will fail in my attempt again.

I’m still not 100% paper free around the house but I will say that most of the time I am conscious of when I do reach out for something paper because I still have not found a better method and when I’m just being lazy and don’t want to be bothered.  I think the trick is to make being paperless as easy or easier than not being paperless.

It’s been a month and so far so good.  How did I do it this time?  Why is it that so many other times I failed and this time it seems to have stuck?

Remove Temptation

Like I said above, I removed all the temptation from my desk.  I removed all little post it notes and little pads of paper from my reach in my home office.  I no longer have that post it sitting right to the side where I can just jot down a phone number, or a quick note to remember to do something later.  I have to say that doing that was 99% of the battle.  Not having it around me forced me to be creative and instill a habit I needed to have to find a solution digitally instead of physically 🙂

Find the Apps that Work for you

Reminders on my phone:  When I just need to take a quick note I usually speak it into my phone to remind me later of what I needed to do.  I do this when there is really no other way capture that thought or idea.  I can’t tell you how many times I’ve been outside with the dogs and I remember something I have to do.  I quickly pick up my phone and tell Siri to remind me to … blah, blah.  Whatever it may be.

Notion for all other stuff:  for office and life related things I no longer have a notebook where I keep notes and a planner when I keep my personal life organized.  I keep everything in one place.  I have on life and one body and things make more sense together in one place.  The things are together but I can filter by areas of my life:  Work, personal, health, family, etc.  It’s working for me and it’s keeping me on track.  Notion was a great find for me.  It allows me to organize my life the way I am able to make sense of my life and I’m not stuck to a pre-selected process created by someone who does not think like I do.  I create my own way of staying organized.  For me this was half the battle…. staying organized and on task.  The last few times I tried going paperless I gave up because I would get frustrated because I could not find things when I needed them.  Notion has a search option where I can search for things if I can’t remember what notebook or folder I’ve put them.  However, I will have to say that because I created the system to work with my brain I, very rarely, use the search feature and am able to find things when I need them just by going directly to the location that makes sense for me.  what’s best?  Notion has an app on my phone, my iPad and my computer.  I am connected to my to do list all the time.

I’m planning on doing a video or a blog post about notion in the future.  I’m still learning all the ins and outs of it and I’m sure I’m not using it to it’s fullest capacity yet.

Scanning and filing away:  I have to admit that this is very slow going.  I have so many papers stored in my office that I feel like this is going to take a while and if I’m going to be completely honest this is the area where I’m most afraid of getting frustrated with.  I have started scanning somethings and keeping them in folders in my computer.  There are things I will have to keep in paper form and those will be stored in the safe.  Things like my mortgage papers, mine and my husband’s licenses, you know the normal government stuff that will need to be available in paper form when the government needs them.  The rest of the stuff is ready to be scanned and filed away.  I’ve created folders on my computer where I’ll put things in and will be able to get to them wherever I am…..I am looking forward to that day.

The grocery list:  We have been using our reminders app on the phone where we add items we need when we remember or think about them.  We share that particular reminder folder with each other and it’s always available.  So no more of him calling me on his way home from work to ask what it is that I need, if anything.  All he has to do is go on the app and it’s right there for him.  Once the item is purchased we check it off on the app and the item goes away.  So no more of the two of us are out buying duplicate things or not having what we needed because we forgot the list at home.  Now if I could find a good coupon app and incentivize him to use it….. that would be amazing 🙂

So what is it like to be more paperless?

I don’t know about you guys but both my husband and I are very paper heavy.  Not to mention that we’re old and we are always taking notes on little pieces of paper and leaving those around only to see them a week later and not remember what that note was about.

No more being somewhere and remembering something but not having a pen and paper on hand and telling myself that I will remember it later when I get back in the house where I can write it down…. I never remembered!!!!!!

Less clutter is also good.  I no longer have a million little notes all over my desk where I wrote down that password, or someone’s number to remind myself I needed to call.  My desk is a lot cleaner and my brain is at peace because I know that a computer will remind me to make that call and will have the phone number right there in front of me when the time comes to make the call.

So far this paperless thing is working for me.  This has been the longest stretch of me not needing a pen and paper everywhere I go.  I just need my phone and I’m free roam and stay on track and organized.

Have you tried to go paperless?  How did it work?  any tips for me?

Four Tips for Managing a Remote Team

Photo from ReadersDigest No copyright infringement intended. 

Working remotely is becoming increasingly popular.  Why shouldn’t it?  Remote work benefits both the company and the employee.  The employee is able to work in a much less rigid environment and not waste time commuting back and forth allowing, or aiding, in a better work/life balance (note that I’m not a fan of that saying and I don’t believe it can ever be achieved).  It benefits the employer because it is extremely less expensive than having to pay the overhead of having employees in an office which is becoming less and less economical.

However, working from home has some drawbacks.  Such as not having the face-to-face time with the higher ups which for some may mean less chance of promotions.  The thing I found the hardest was not having the daily conversations which allow me to get to know my team on a more deep level and therefore allows me to be a better manager.  Not everyone is the same and the more you know each member of your team as an individual the better you are at foreseeing “problems” before they arise.  Even though these are some very important examples, there are things we can do to minimize them. Here are four tips I use to make sure things run smoothly.

Clear Org Charts

Make sure everyone knows who management is.  Especially new employees.  Make sure they know to whom they report and to whom they should go for answers.  I’m not a believer “in the boss is not to be bothered” or even that unless you’re at a certain level you should not be talking to anyone above you.  However, but there are some people that are not as deep in the trenches of the day to day minutia and most likely will not know the answer to the smaller questions.  A clear org chart will give the new employee a connection and a roadmap of where to go as well as a better idea of where they stand and the possibilities of where they might go.

I am a strong proponent of including a little information about what the person does so as to give the employee a better idea of who will be able to answer a specific question.  For example, I would not go to a technology person to ask about legal research and probably not a project manager, although some have been paralegals or have been around the block so much that they can probably do legal research or at least be able to answer where to find the information.

Communication – Clear and Transparent

Giving clear instructions and information is always important.  Possibly in the top three of importance.  But never more important than when the team is remote.  Make sure every member of the team understands the “ask” of the project and what their particular job is within the project.  The way I manage this is to, after meeting with the team and giving them a brief background of the project (why we’re doing it and who needs it) I follow it up with an email confirming the steps we all need to take.  I invite the team to ask questions at all steps of the project.  I let everyone know that my in-office messenger is always available to them for a quick question and, because I’m only human, I let everyone know that I don’t always have the answers but most likely I know where to find the answers or at least find someone who knows the answers.

As for transparency?  Set up check-in points with the full team and perhaps individually.  This will depend on the project.  It is important to give honest feedback and if something isn’t working it is important to share that information with the team.  Who knows, they may have a solution and a fix for the problem.  Be honest and up front if a mistake is made and clearly state it.  Ask for feedback and move on.

Two Way Feedback

It is important to provide your team members with immediate feedback.  It should never be a surprise when you are sitting at the end of the year review or at a mid-year review that there was something you did when you were in charge of project A or B.  That is not the time to come up with what could have been done better.  I am a firm believer in always giving feedback.  Good or bad.  This goes both ways.  I very ofter ask my team members to provide me with feedback.  This helps me make sure we are all on the same page and if I need to make changes to the way I manage.

The Right Technology

What can I say about this?  It shouldn’t even be said but there are many occasions when a team member is not able to do their job because some part of the technology is not working.  Make sure every team members is aware of the type of access they need, they know where to go get it and if they don’t have it or need special access you immediately approve all the requests.  I usually try to set up a few minutes during our first launch meeting to make sure everyone on the team is set up appropriately and if not I ask them the make the requests at that time.  This way we are all on the same page and I am able to approve all requests at the same time.

Can you think of any other important aspects of managing a remote team?