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Successful Leadership Comes From Leaning Into Your Own Style

Archives for March 2021

What Sets Your Virtual Meetings Apart?

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My PM mentoring program ran a virtual panel discussion recently. The topic was Lessons Learned…or Retrospectives, if you’re Agile-minded.

9 a.m. on a Saturday morning and 16 people took time out of their short weekend to hop on a call and talk project management!

You’d think the conversation would be, well, sleepy, at least. But it was an amazingly quick hour and we could have easily talked for another.

I was reflecting on what made it such a great meeting.

Yes, the panelists were knowledgeable and gave us practical advice. And yes, there was a feeling of camaraderie amongst the attendees. And, certainly, there was A LOT to talk about!

At the end of the meeting, one of the participants made a special mention of how great our Moderator, Helen, was.

This called to mind a conversation I had a few days ago with my father. He has been on a ton of Zoom calls lately. Like all of us, he’s getting a little “Zoomed out”. 

He told me in many of his meetings it’s hard to follow the flow of conversation or to know when to jump in with a comment or question. It takes extra effort to be focused and active in the discussion.

I asked him why.

He said that when you’re in person, you pick up on cues from other people’s body language. 

If you need to be heard, you can let the manager know with a simple action like raising you hand or catching their eye. And it’s easier for them to control the flow of conversation, too.

But when everyone’s virtual, it’s tougher to pick up on those cues. You need to rely more on the facilitator to guide the discussion. You can’t use eye contact to capture the manager’s attention well. And there’s no guarantee they’ll see a hand being raised on screen.

I get it!

If you don’t have someone skilled leading the meeting, it makes for a long hour.

What set apart the Lessons Learned discussion was the pacing and flow. Helen gave enough time for each panelist to answer a question and then moved people along, noting who hadn’t had a chance to participate and including them in the discussion.

She set the tempo and everyone followed. This allowed our panelists to share their advice and insight – and for all of us to take it in before we moved onto the next topic.

Whether it’s a Lessons Learned, a Team Meeting, Kick-Off Call, or any other interaction, the person in charge needs to, well, take charge. To lead.

The goal of a meeting is to make sure the objectives are met.  (Why else would you be holding the meeting, anyway?) Our role as Project Manager is to help the team achieve them.

At our best, we shift the spotlight away from us and concentrate on the needs of our team. Are they actively involved, focused, and moving together towards the goal?

We moderate. We facilitate.

We work hard to make it look easy.

Why is that important? 

Because we want the team to concentrate on reaching the objective, not worrying about how they’re going to make their point, or trying to follow everyone’s frantic grab for airtime.

The next time you’re a participant in a virtual meeting, observe how it’s facilitated. Is everyone sharing? How is the pacing? Is anyone allowed to drone on? Does it all feel rushed – or slow?

Then, during your own meeting, pay close attention to the cues your team is sending. Make adjustments if you need to. 

Remember that you have a big part in the success of the meeting, just by setting the pace and flow.

Clocks, Pie, and People

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First things first:  

Did you remember to turn your clocks forward?

For those of us who live in an area that still follows Daylight Savings, we shifted our clocks ahead one hour last night.

This elicits a groan from most people, and I honestly don’t know a single person who enjoys this semi-annual “mess up your internal clock” ritual.

And I have not heard a good argument for keeping it, now that we have harnessed the power of electricity (fun fact: Thomas Edison invented the electric light bulb in 1879).

Next:

Happy Pi Day!

I love Pi Day – it’s a great excuse to indulge in my all-time favorite pie…apple! 

My dad always loved chocolate cream pie…just checked, and it’s still his favorite. My husband enjoys apple – though pumpkin comes a close second.

None of us like pecan.

So you might be wondering, what does this have to do with Leadership?

Not everyone is going to like the same things. On your project, there will be some people with whom you just don’t connect.

Like turning our clocks ahead, maybe there is an executive who insists on 8 a.m. meetings (or 6 p.m.) or wants a detailed report of what every team member worked on for the past month, down to the half hour.

Or enjoying a slice of pie after a nice meal, sometimes you are served you own personal version of pecan. It could be a team member who knows what they’re doing, but you just don’t feel that connection. It’s tough to communicate with them. Or you find yourself on edge around them.

The reality is, to do our job and complete the project, we need to deal with these folks.

How do we handle working with them without frustration, resentment, or stress?

We can’t suddenly stop working with these stakeholders, just like we can’t suddenly love pecan pie. But we can get used to working with them and to make the best of the situation.

Here are some techniques:

  • Learn their motivation. Observation is your friend. Why does that one executive need detailed reports? Pay attention to what they focus on in the report itself. They could be wrestling with a particular resource issue and really need the data. Or they’ve been burned on a past project and now they’re overly cautious. Once you understand their motivation, there may be more efficient ways to help them achieve their goals or reduce their stress…and achieve the same for you!
  • Stick to business. Bottom line here is that we’re not on the project to make friends. Yes, we will be closer to some team members, but at the base of it all is the work to complete the project. When there is a stakeholder I don’t quite connect with, it’s much easier to focus on having a pleasant interaction that only involves the task at hand.
  • Pay attention to how others react to them. Your responsibility is not only to get the project completed, but to help everyone achieve their best work. Are other team members avoiding your outlier? I take a look around the room and in the mirror: if a resource hits me wrong, it may only be me. As a consultant, I’m always heading into a new team. There are times when I’m put off by a team member’s actions or reactions, but learn “that’s just the way they are” and everyone else has figured out how to work well with them. Taking my cue from others helps me quickly adapt.
  • Put it in perspective. Is this resource critical to the project or an extended team member? Do you need daily interaction or just a periodic check-in? Is meeting at 8 a.m. once each month really that big a burden? Take a step back – is the issue really as big as it feels?
  • What’s the real impact? If your team member doesn’t communicate, are they avoiding responsibility? Or do they always tell you when something’s complete but aren’t inclined to check in just to…check in. The opposite could be true, as well: a team member demands too much communication and that doesn’t hit you right. Consider whether the extra communication is providing an ROI – spending the extra 15 minutes each week may help close some items faster, with fewer issues.

At the end of the day, each stakeholder on your project is uniquely human. You will get a blend of personalities, back stories, and preferences. Sometimes you get apple, but every once in a while you’re served pecan.

At the heart of leadership is seeing your team’s strengths and traits and knowing how to combine them to achieve the best project outcomes.