Don’t Know the Reason for the Meeting? Then Don’t Meet!

Have you ever left a meeting with a variation of this question spinning in your head:

“What was the reason for that meeting?”

It is very easy to call a meeting, yet few people consider the organizational impact of these gatherings. By simple logic when people are meeting, they are not doing their regular work. If the meeting does not provide value by its end, the impact on the organization is negative in terms of time wasted and energies drained.

Here are three disheartening statistics found on the website Flowtrace.

  • 71% of meetings are considered unproductive by employees.
  • 45% of employees admitted to feeling overwhelmed by attending too many meetings.
  • An estimated $37 billion is lost annually in the U.S. due to inefficient meetings.
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Therefore, it is important to know the right time to call a meeting. Thankfully there is a simple way to determine if a meeting is unnecessary. It goes like this:

If you are unable to articulate the purpose of a meeting, then a meeting should not be called.

Without clarity of purpose, a meeting is destined to slip into a time sink of wasted words. A tool to get off on the right foot is to fill in the blank below with ten words or less:

The purpose of the meeting is ____________.

If you can’t spell out a clearly stated purpose that anyone in your organization can appreciate, then don’t hold the meeting. According to the Flowtrace article, 72% of survey respondents listed setting clear objectives as important for a successful meeting. Therefore, being clear on the purpose is key to making meetings more impactful and energizing.

So, what is the purpose of your next meeting?

Are You an Overthinker?

When encountering a problem, do you spend time thinking about how to solve it?

Usually, it is a good practice to think deeply about how to solve a problem. Understanding the situation and considering ways to solve it can be very helpful. However, is there a limit to how helpful thinking about a problem can be?

According to Darius Foroux, overthinking can be a huge impediment to solving problems. In a recent blog post, he shares how thinking too much can be a trap for the mind.

Despite all this knowledge of philosophy and knowing what I “should” do, I still get caught in bouts of excessive thinking.

During these moments, I no longer observe my thoughts and live in the present moment; my thoughts consume me.

In the past, I was permanently stuck in that state of mind. It’s not uncommon. Most people live their lives as slaves to their thoughts.

When we obsess over our woes, it becomes harder to solve them. So, is there a way to get past repetitive thinking? To resolve the tendency to overthink, Foroux suggests doing a practice that spiritual folk have done for ages.

The key to overcoming overthinking is not only about awareness. Yes, being aware of your thoughts is important. This is the starting point of waking up.

You must become the observer of your thoughts.

But it’s also about understanding your nature.

To understand more about this concept, please read the rest of blog post.

Why You Should Join a Professional Organization

As we move towards the new year, many professional associations are reaching out to retain existing members and invite new people to join. In my case, I am a proud member of the American Library Association, the Public Library Association, CORE, the Florida Library Association, and the Palm Beach County Library Association.

Some people resist joining an association because they don’t see the value in spending money on the membership. However, there are many great reasons to join a professional association and take full advantage of their offerings.

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Here’s my top seven reasons to join a professional association.

Networking Opportunities: Professional associations host events, conferences, and online platforms that allow members to connect with their peers. Access to a community of like-minded professionals fosters collaboration and an exchange of ideas.

Career Advancement: Many associations have job boards, recruitment events, or exclusive listings that help members find new work opportunities. Also, associations provide access to training programs, certifications, and workshops that enhance skills and share new ideas.

Industry Knowledge and Resources: Many professional associations publish journals, articles, and white papers that provide insights into trends and research findings. Members also have access to webinars and speaking events to hear from leaders in the profession.

Credibility and Recognition: Being part of an association can boost member’s credibility and establish them as a respected professional. Many associations set standards and ethical guidelines, helping ensure that members uphold expectations of quality and professionalism.

Advocacy and Influence: Professional associations often lobby for policies that benefit their members and industry. Being a member allows you to have a voice in these advocacy efforts. Some associations offer legal support or resources on hot topic issues.

Leadership Opportunities: Volunteering for committees, boards, or events within the association can develop leadership abilities and help members stand out. This is especially helpful for those who are seeking supervisory experience to improve their resume.

Support and Mentorship: Associations often offer formal mentorship programs that connect less experienced professionals with leaders in their field. Having a network of people in similar positions can provide advice, support, and insight into career challenges.

Give yourself the gift of professional growth by joining an association today. For library workers and supporters, both FLA and ALA lowered their membership rates this year. So now is the perfect time to invest in yourself.

6 Ways to Be More Productive

What do experts in efficiency say are the best ways to be productive?

Journalist Emily Laurence reached out to productivity coaches to learn what they recommend to their clients. She summed up her findings in a recent article in GQ magazine titled 6 Ways to Be More Productive and Actually Get Stuff Done. The first piece of advice was to prioritize what needs to be done.

Productivity coach Juli Shulem says that there’s one word she repeatedly hears from all her clients: overwhelmed. When it comes to being more productive, she says that the biggest roadblock is that most people have no idea where to start. So instead of doing anything, they’re paralyzed and do nothing. Can you relate?

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So how does one decide where to start? The coach offered this advice.

Shulem says the first step to being productive is getting on paper everything you need to do. This includes both tasks that are immediate and need to be done that day as well as what eventually needs to be done. For big “to-dos” that are farther out, Shulem recommends breaking it down into smaller micro tasks. For example, if you have a big work presentation in three weeks, the micro-tasks could be research, building your deck, and doing a run-through of exactly what you’re going to say.

To learn the other five ways to be more productive, please read the rest of the article.

When to Check Your Tech & How to Stop

Have you ever checked your phone for a social media update in the middle of a meeting? Or started looking at news headlines in the middle of a group lunch? Or got distracted by unimportant texts while doing deep work on a project?

It is very easy to be drawn into looking at our phones. This can lead to unproductive behavior and sloppy work. A recent article by Liz Fosslien on the Pocket website wonders why we have allowed these habits to become socially accepted.

I used to do nothing in the face of indiscriminate gadget use. Now, I’ve come to believe that doing nothing is no longer O.K. Staying silent about bad technology habits is making things worse for all of us.

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How do we as a change these habits to make them less desirable? Perhaps we need to develop what investor Paul Graham calls “social antibodies.”

He uses the example of cigarette smoking: smoking in public became taboo over the span of just one generation after social conventions changed.

Like cigarettes, our personal technology use can become a bad habit. People enter a zone when they use their gadgets. Checking email or scrolling through Facebook can be intoxicating and disorienting. Tech makers design these products using the same psychology that makes slot machines addictive. The variable rewards built into apps make time pass quickly and can make people oblivious to what’s happening around them.

How can we build up social antibodies in the workplace? One way is to set up well articulated standards.

The best way to prevent this waste of time is for someone senior to mandate a “no-screen meeting.” In my experience conducting hundreds of workshops, the discussions declared device-free are by far more productive. Setting expectations up front is equivalent to administering a distraction vaccine.

Learn more about how to build social antibodies by reading the rest of the article.

To Solve a Problem, Take Something Away

There’s a funny thing about the human mind when it comes to problem solving. Usually, we look for solutions that add something to the equation, whether it be another resource, person, or strategy. Yet is it easier to solve problems by removing things?

In an article by Diana Kwon for Scientific America, she explores the reason that removing something is a often the more efficient problem-solving strategy. She uses the example of teaching a child to ride a bike.

For generations, the standard way to learn how to ride a bicycle was with training wheels or a tricycle. But in recent years, many parents have opted to train their kids with balance bikes, pedal-less two-wheelers that enable children to develop the coordination needed for bicycling—a skill that is not as easily acquired with an extra set of wheels.

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Later in the article she explores research done at the University of Virginia. Observational studies of people solving problems highlighted some interesting patterns.

The researchers first carried out a set of observational studies, assessments without a control group, to see whether this bias existed at all. In one, they asked 91 participants to make a pattern symmetrical by either adding or removing colored boxes. Only 18 people (20 percent) used subtraction. In another, the team scanned through an archive of ideas for improvement submitted to an incoming university president and found that only 11 percent of 651 proposals involved eliminating an existing regulation, practice or program.

Is there a way to guide people to consider removing items rather than adding? Turns out a little nudge in the right direction can do the trick.

The researchers also observed that people were more likely to remove features when they were given more opportunities to consider alternative ways to address a problem: when participants were asked to create a symmetrical pattern by adding or eliminating colored blocks, they opted for removal more often if they were given practice trials than if they had just one chance to tackle the problem. On the other hand, having to simultaneously juggle another task—such as keeping track of numbers on a screen—made individuals less likely to subtract elements to solve the same problem, suggesting that it requires more effort to think up subtractive solutions than additive ones. 

Read the full article to learn more about how to consider subtractive solutions.

Don’t Fall into the “McNamara Fallacy”

The 21st Century is a time of unlimited data points! Statistics and statical analysis are available for every topic under the sun. Whether it be Sabermetrics in baseball, or detailed demographic political polling of electoral candidates, or the circulation of library books by branch location, numbers are readily available to explore any situation. However, what happens when people rely too much on the data? In that case they may fall into the “McNamara Fallacy.”

In a recent article on the Big Think website, columnist Jonny Thomson explores how we can get so caught up looking at data points that we fail to take into account the bigger picture. He names this the “McNamara Fallacy”.

The fallacy is named after Robert McNamara, the U.S. Secretary of Defense during the Vietnam War, where his over-reliance on measurable data led to several misguided strategies where considering certain human and contextual elements would have been successful.

Thomson goes on to explain why numbers are not the be all and end of analysis.

The “McNamara Fallacy” is not saying that using data is bad or that collecting as much information as you can is wasted time. It’s saying that fixating only on numbers blinds us to the rich stories and subtle details that truly shape experiences, resulting in choices that miss the heart and soul of the situation. If we spend too long looking at spreadsheets and data points, we forget to look around.

To avoid getting caught in the fallacy, Thomson offers a few options to expand one’s viewpoint. The first is digging into details.

In many companies, employee performance is measured solely by quantitative metrics like sales numbers or the number of tasks completed. While these figures provide some insight, often the important information is buried in the details. Let’s imagine two people, Jane and Jack, who need to bring in a client. Last year, Jack secured 20 and Jane 15. Good job, team! But, behind the numbers, there’s more to be seen. Jack’s clients really didn’t like him. He had a sleazy, insensitive manner that was off-putting. Within a year, most of his clients had left. Jane, on the other hand, wooed and won her clients by dint of personality. She cared about the person she met. Her clients all stayed around. So, who is the better employee?

To learn about the other strategies to avoid the fallacy, please read the rest of the article.

Do Our Projects Define Us?

What projects do you prioritize with your free time?

Whether we spend the time on entertainment, home maintenance, or personal development, the choice of our personal projects impacts our lives. But do these projects end up shaping the nature of who we are?

Tiago Forte believes that our projects shape our identity. In a recent article on his website, Tiago looks at recent research into the topic, first by explaining exactly what a personal project is according to the researchers.

“Personal projects” by his definition include not just formal ones you might focus on at work, but informal ones as well. Toddlers are pursuing a project as they learn to walk. Lovers are pursuing a project as they fall in love. All the way to the highest reaches of human achievement, like landing on the moon.

The key factors in making them “personal” are that they are personally meaningful and that they are freely chosen, not imposed from the outside. Little’s research has shown that such “intrinsically regulated” projects tend to be more successful and lead to greater well-being than “externally regulated” projects.

In fact, Tiago believes that our choice of projects demonstrates who we are at our core.

This is a fundamentally different view of “personality”: We are not limited to a collection of traits fixed at birth, or shaped in childhood. We evolve over time through personally meaningful pursuits we decide to take on. This opens up the possibility that we can purposefully choose the ways we want to change, by choosing projects that give us new skills, perspectives, and ways of thinking.

In other words, by changing what you do, you can change who you are.

To learn more, please visit the Forte Labs website to read the rest of the article.

Tips for Staying Focused While Stressed

Are you stressed?

It is common to hear people say that we live in anxious times. Whether this stress comes from politics, relationships, or simply making ends meet, it is easy to lose focus while worrying about life. Yet if we are unable to purposely bring our attention to the important things we need to do the stress will only build. The catch then is to figure out how to focus when stressed.

Scott Young has looked into the problem and recently published an article titled 5 Tips for Staying Focused (When You’re Stressed). If you are looking for ways to help yourself move forward when things seem tough, then you will enjoy his insights. The first one is a bit philosophical. Scott suggested applying Socratic questioning to our reflexive thoughts.

Cognitive behavioral therapy (which I review in-depth here) is the gold standard for psychotherapy for anxiety disorders. A basic tenet of this therapeutic approach is that a combination of situational factors and our background beliefs triggers automatic thoughts. If you’re stressed, those thoughts often fixate on potential dangers that are out of proportion to the actual risks.

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So how do we change our thought patterns?

One way to break this cycle of anxiety spurred by reflexive thoughts is to question the content of those thoughts. Notice a thought you’re having, and give yourself some reasons it might be true and some reasons it may not be. Ask yourself if you think it’s 100% true, 0% true, or somewhere in-between.

Questioning our reflexive thoughts can help stop irrational behaviors we often fail to interrogate. 

Learn the other four ways to stay focused while stressed by reading the rest of Scott’s article.