Show notes
Hey everyone, Monica here, and welcome to another deep dive into the world of meeting effectiveness! In this blog post, we're wrapping up our series on effective meeting strategies by exploring a crucial element: action items and takeaways. While it might seem simple, mastering this aspect can significantly impact your team's productivity and progress.The Power of Ending StrongI recently had the privilege of working with attendees at the Voltage Control’s Facilitation Lab Summit, helping them conclude their experience on a high note. One of my favorite things to do as a workshop facilitator is help people end strong. It really allows them to feel like they've had this wonderful experience, and they can really take the insights away and move them to action. I guided them through a closed-eye process to recall key insights from the intensive two-day event.The impact was remarkable. Participants shared how the exercise helped them remember and recall insights they would have otherwise forgotten, especially those from the beginning of the summit. This experience underscored the importance of ending strong, ensuring that valuable insights remain top of mind and inspire action.Why Action Items MatterAs Paul Axtell, author of "Make Meetings Better" (a book I admittedly haven't read yet!), aptly puts it: "Getting firm, clear commitments is the primary way to ensure progress between meetings." Meetings should be decision-making and action-oriented spaces. Action items provide the clarity and direction needed to move forward.Here's why action items are so important:* Clarity: They provide a clear direction on what needs to be done.* Accountability: They assign responsibility to specific individuals.* Collaboration: They foster teamwork by clearly defining roles and expectations.* Productivity: They ensure meetings lead to tangible outcomes.* Progress: They drive progress on projects and initiatives.What Makes an Action Item Effective?So, what does an effective action item look like? Here are a few examples:* "Monica, send a follow-up video about the release at the end of the week."* "Everyone, watch the video that Monica sends before the next meeting."* "Brian, set up a huddle with Peter and Henry to decide on X and report a decision for the next meeting."Notice that each action item has:* An Owner: Someone is responsible for the task.* A Clear Task or Outcome: What needs to be done is clearly defined.* A Deadline: When the task needs to be completed.Creating Effective Action Items: Key TipsHere are a few tips for creating effective action items:* Assign a Clear Owner: Make sure someone is directly responsible for the task.* Define the Clear Task or Outcome: Be specific about what needs to be achieved.* Set a Clear Deadline: Establish a timeframe for completion.* Break Down Complex Tasks: If an action item seems overwhelming, break it down into smaller, more manageable steps.The Power of Small Steps: Motivation and AbilityThis last point is crucial. As Dom Michalec shared during his session at the Voltage Control Facilitation Lab Summit, drawing on the work of BJ Fogg, a behavior scientist at Stanford University, people are more likely to take action when their motivation is high, and their ability to do so is aligned.Often, we focus on motivation, but ability plays a significant role. If a task feels too daunting, even with high motivation, we're less likely to complete it. That's why breaking down action items into bite-sized, clear steps is so important. Don't create an onerous task with no clarity because most likely they're not going to do it. By making tasks smaller and more manageable, we increase both our motivation and ability to complete them.Final ThoughtsAs Simon Sinek says, "Words may inspire, but only action creates change." By creating clear, actionable items, we're not just inspiring change; we're making it happen. That's our job as managers, leaders, and anyone responsible for leading a meeting. We're there to drive something forward, inspire action, and help our teams achieve their goals.What's Next?I'm excited to announce that the next series will be diving deep into what I'm learning and practicing from "The Coaching Habit" book by Michael Bungay Stanier. Consider this an invitation to a free book club for the next seven weeks. Subscribe to my newsletter each week to receive a podcast and blog post reflecting on the key questions in the book related to coaching. I encourage you to level up your conversations and shared understanding with others and engage with my posts. Share your comments, experiences, experiments, and plans.Keep Facilitating Action!Until next time, keep facilitating action and making those meetings count!Whenever you're ready, I can help you with:* Workshop design and facilitation* Facilitation and workshop training* Intention setting, planning, and incremental progress for success This is a public episode. If you would like to discuss this with other subscribers or get access to bonus episodes, visit facilitationartist.substack.com