Lucid Meetings Blog

Meetings, Manners, and Civilization: The Development of Modern Meeting Behaviour, written by sociologist and meeting expert Wilbert Van Vree, was originally published in 1999, but I just finished it this March. Of the five meeting books I read this spring, this was by far the most thought-provoking, so I asked Dr. Van Vree if he'd be willing to discuss it with us here on the Lucid blog. He agreed!

I was enjoying lunch at a technology conference with a group of CTOs from high-powered companies when the conversation turned from blockchain to meetings.

It’s funny how that always happens.

First, we heard about the awful meetings held at a large manufacturing company. Then, it was the CTO for an NFL team's turn.

“My team meetings are terrible!” he exclaimed. “My problem is my co-manager. If it were up to me, we’d have an agenda for every meeting and a report afterwards. I’m an orderly type of guy. Like, you should see my sock drawer. It’s amazing! But my partner thinks that’s all too formal and stuffy, so whenever I bring an agenda he just ignores it. Then of course the meetings always go long, we never get through what we wanted to talk about, and we just end up having more meetings to hash it out again. I guess I should put my foot down and start forcing him to use an agenda.”

He sighed.

There are easily five things you could pick out of that statement as problems worth addressing, but the big one is the conflicting beliefs between the managers. One wants to “follow rules," the other sees rules as needless constraints.

“Have you heard of a real-time agenda? Or Lean Coffee?” I asked. He hadn’t, so I explained the concept.

We said this in our last post and we'll say it again:

You get what you tolerate.

When you tolerate subpar behavior from your family members, your colleagues or your significant other, that's what you'll get. 

Meetings, in their truest form, are conversations - and conversations are a constant in our lives. Whether we're at work, with family, or socializing - they allow people to connect and understand each other better. 

What if you could improve conversations with your kids - and even have them buy in to the idea? 

Missed the webinar? 

You get what you tolerate.

I’ve heard this adage many times when complaining about my dog’s behavior, and occasionally regarding my children too. The person sharing that wisdom is telling me that my dog’s and my children’s poor behavior persists because I allow it to; because I’m creating the conditions where that kind of thing can occur not just once, but repeatedly.

Recently we hosted a webinar on how to increase engagement during team meetings, and we asked people who registered about the number one meeting engagement problem they hoped we could help solve.

Several registrants asked about how to deal with the person who won’t stop talking and makes it hard for anyone else to get a word in and dominates the group. Several others asked about how to get people to show up on time, or even to show up at all.

I shared some specific techniques for helping with these situations in the webinar, but as more and more of these replies kept coming in, I couldn’t help but hear that adage echo in the back of my head.

You get what you tolerate.

I believe that’s true to a degree, but it’s not particularly useful!

Introducing Tammy Spann
The Lucid Meetings team is delighted to welcome our newest template designer, Tammy Adams Spann. We first met Tammy at a workshop she and David Spann conducted on decision making in meetings (a topic near and dear to our hearts) where they introduced Eric Coryell's Decision Matrix. We love the clarity the Decision Matrix brings to decision-making for leadership teams. We're thrilled Tammy agreed to share her process for helping teams get clear on how key decisions will be made by filling out your own Decision Matrix.  

Read on to learn how Tammy learned this technique and get her guide to using it in your organization.
— Team Lucid

Have you ever given your opinion and had it implemented as a decision? Worse yet, have you made a decision only to have it overridden by someone higher up the food chain?

Originally Published: July 16, 2016 when Zapier had 500+ Applications!

We began planning our public API implementation in late 2015. We had numerous requests for full Read/Write API access to the data model and were responding to stated customer needs.

By early 2016 we had the first version of the API tested and preview-ready. But an interesting thing happened -- we started hearing that people wanted a "simplicity layer" on top of the programmer-level API. What form would that take, exactly?

We started hearing that people wanted a "simplicity layer" on top of the programmer-level API

Well boy howdy, were we ever glad to find Zapier! Here's the thing, Zapier provides a "point solution"-oriented approach that addresses specific needs that real people in the real word have identified—needs that were outside our direct experience.

The core trigger-action model implemented by Zapier is super easy for non-technical users, and the promise of building a simplicity layer was compelling and real. With Zapier's codeless integrations ("Zaps"), extending Lucid Meetings with workflow automation became easy as pie.

The Bottom Line

By developing a Zapier application (this is the piece that each online service builds to expose their service via Zapier), we gained several immediate benefits for our nascent API work:

• an independent software application using our API,
• a challenge to improve and extend our API in interesting ways,
• immediate integration opportunities with hundreds of other services,
• an opportunity to talk about easy-to-use integrations with our user community.

We were super excited to launch both the API and hundreds of Zapier-based integrations just a few months later.

But here's the biggest takeaway—in the short time since our initial Zapier release we've gained another 500 integration opportunities, simply by being part of the Zapier ecosystem!

As a service provider, we're thrilled to have our integration reach extended every day as new applications are launched on Zapier. And as customer advocates, we're even happier when those applications make life easier for users of our platform and services.

Read on for more background on our integration approach. Or skip all that and just start boosting your productivity by automating Lucid Meetings workflows this New Year.

When asked what they want most from the meetings they attend,
people ask for clarity.

We asked this question at the start of our most recent meeting survey–

“What do you feel makes a meeting worth attending and a good use of your time?”

–and the replies included 136 detailed answers to this question. Of those, 62% included the descriptors “clear”, “specific”, “defined”, and “concrete”.  “Relevant” was another popular adjective.

On the noun front, “agenda” was neck-and-neck with “outcomes”, as in “clear agenda” and “concrete outcomes”, suggesting that people not only want to know why they’re meeting, they also expect to get something out of the deal.

Leading to the question that drives nearly everything we do:

How can you achieve this clarity in your workplace meetings?

In 2017, we published several in-depth articles about understanding the business function of meetings.

Working with experts from several disciplines, we published comprehensive guides for running specific kinds of meetings. We shared a glossary, a taxonomy, and resources galore. It’s a start at answering this question.

In this vast realm of meeting possibilities, we’ve scratched the surface. It’s a nice, deep, keyed-your-car kind of scratch, but there’s still much more to key into.

Introducing Pilar Orti
The Lucid Meetings team is delighted to welcome our newest template designer, Pilar Orti. We’ve been following Pilar’s work for some time now. She is both a frequent collaborator of Lisette Sutherland’s and the director of Virtual not Distant. While preparing for an interview on Pilar’s podcast, we ran across her blog post about the Latte and Learn and invited her to share this process with the Lucid community. We’re thrilled that she agreed!
— Team Lucid

What does it mean to create a learning culture within your organization? Depending on your group’s size and complexity, a learning focus can take many forms including everything from full-blown certification coursework to the casual exchange of notes in chat. Somewhere in the middle of this range, there is a type of learning that is more focused and intentional than simply sharing notes, but much lighter and easier to pull together than a formalized training session.

The Latte and Learn process falls into this middle range, dedicating just 30 minutes for a team to learn something new from one of their colleagues. Here’s how it works.

As your business grows, you have two routes you can take when it comes to staffing: you can hire employees or you can work with freelancers.

Many businesses are realizing the benefits of hiring remote employees and freelancers, rather than hiring in-house employees.

However, managing a team of freelancers can have its own challenges. Communication and clear direction are key to ensuring the team understand their roles, responsibilities, goals and how to escalate problems.

You also need to ensure your in-house team understand the project and how they will work with the freelancers you hire.

Regular, structured meetings and open lines of communication help ensure everything stays on track. Through each stage of the project lifecycle, diarize key meetings and ensure resulting actions and queries are followed up on.

Freelancers often work remotely in different countries with different time zones and cultures. Online meeting solutions as well as cloud based project management tools mean there’s no excuses for not communicating effectively wherever you are.

In the month since we published a taxonomy of the 16 Types of Business Meetings, we’ve heard from many people who say it’s given them a useful new perspective on how to approach their meetings. We’ve also been asked many times about the chart featured in that post, which has since been shared on social media over a thousand times.

(Admittedly, not as hot as a Beyoncé snapshot, but c’mon! This is a taxonomy of meeting types we’re talking about here.)

The original post is very long and details the process we used to define each type.

Missed the original? If you have an hour, go read it now! Otherwise, here are the high points:

1. A meeting is not a meeting. If you want to run better meetings, you need to know the best way to run the kind of meetings you need to run. Generic best practices won't cut it.
2. You can tell that one meeting is different from another based on these characteristics:
   
   • the intention, or purpose and desired outcomes,
   • the meeting format,
   • and the expected participation profile, or, who normally runs and who normally attends these kind of meetings.
3. We organized and sorted and grouped and examined every kind of meeting we could find, and narrowed them all down to 16 distinct types of meetings.

Throughout that process, we knew that there were important relationships between different kinds of meetings, and that exploring these relationships added yet another layer of usefulness to the taxonomy. When you understand not just the types, but also the relationships between meeting types, it gets much easier to answer the key question: Is this meeting the meeting we need?