Have More Efficient Internal Meetings

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Ready to barrel up on some office communication principles that will help free up more of your time?  Look at any organization, no matter the size, and you’ll find a problem with internal communication. It’s Always. A. Challenge. 

Why?

Because we’re not very good at communicating (or listening but that is a topic for another post). And as a result…

  • Assignments and deliverables get missed or delayed.
  • People are left out of the loop.
  • Deals get missed.
  • Money is left on the table or burned through inefficiency.

That’s bad enough. Consider as well, all the time required to fix the problem. Sometimes that means hours… of multiple peoples times perhaps too. 

And sometimes it takes days or weeks. Or longer!!

In today’s biz world, that’s no bueno. 

No one has that kind of time. Or maybe a better way of saying it is, few can afford that kind of time. 

Communication is such a big topic that we’re going to spend some dedicated time to help you level up our communication game. 

Let me share with you some frameworks to help — starting with the weekly reports.

Many of us have weekly or frequent meetings with our managers and/or employees. And if we don’t have meetings, we have to connect back to others via email. 

Often there’s a problem setting up the conversation. Without the right framework, many of us, (yours truly included) have the tendency to ramble on. 15-minutes later, you’re not even sure where you are at. 

Feel me? 

There are four frameworks to help. Just about all topics you need to discuss during a typical business day can likely fit into one of these. 

Framework 1: Hey I’m doing this, FYI. 

Use this framework to inform team members these are the projects you are working on. 

Framework 2: I need approval.

With this framework, you need something from those above you. This could be dollars, more time, the ok to proceed, etc.

Framework 3: I’m trying to decide between these options. 

Use this when you’re stuck and need an outside perspective. Usually, you have a few options but want some guidance. 

Framework 4: Remember [that thing]… here’s the status update. 

Use this to update someone. 

Example. Hey, remember that presentation I was going to have? I finally got in touch with the person and the meeting is next week. 

Now, depending on your projects, you may want to use one or all of these in your conversation. And using these frameworks will help you stay focused, get the info across, and sound smart.  

But guess what? It’s not the end game. No, no. 

I’m going to share with you another framework that will tighten your communication up even more.

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Have More Efficient Internal Meetings 3

[Bonus Time] Next Level framework: What, Why, So What

Not only does this work for one-on-one meetings. This frame is awesome for structuring your emails. 

The four frameworks above gave you a way to start to think about your work and organize your thoughts. 

The What, Why, So What frame is the delivery method to use when you are in person or digital. 

Let me provide some examples.

What: A large group has pulled their business. 

Why: They decided it was too risky to go now. They were worried about a recent situation in their destination. 

So What: What do you need from this person? This is the key point here. What kind of help are you looking for? 

  • Is it guidance? 
  • Maybe you have a plan, and you want approval? 
  • Or you are just informing the person of the situation. 

Example: I just got this news about this group and I’m not sure if I should try and book them to another destination. What do you think? 

Example: The group decided they didn’t want to travel because of COVID fears. So I rebooked them for later in the year. I wanted to give you an update because you were asking about this. 

Here’s another…

What: The client came back and wants to change the reservation. 

Why: They are adding on another family member. 

So What: There’s a penalty involved with the change in the amount of XXX. I’m going to wave it as this is a very good customer. But I want your approval before I go ahead. 

Look how easy that is. 

And you can even use this frame if you are considering a project, launching a campaign, or creating an event. Here’s how: 

What: Talk about the thing you are launching. 

Why: Why are you doing this? 

So What: What is it that you need from the person you are reporting to? 

These frames will help you organize your thoughts. And they will help the person on the other end understand what’s going on and how they can best support you. 

Start putting these into practice. They’re quick, easy, and effective. 

And that’s hitting the trifecta in my book!

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