The Modern Office Has a Meeting Inflation Problem. Smart Leaders Are Slowing Down With a 2-Step Fix

You work in a fast-paced environment where the tendency is to equate efficiency with effectiveness. We have all heard the concept that “sometimes less is more” when it comes to sharing information. Equally true is that sometimes slowing down is the fastest way to accomplishing your goals when connecting with someone. Here are two techniques you can use to communicate more impactfully by not rushing. I’m confident these ideas will help you grow professionally and accomplish your goals more quickly.

1. Be Willing to Sabotage Your Own Agenda

After the chit chat at the start of a client meeting, once you state the purpose of the meeting, don’t rush to get into the details. Instead, use that moment to find out what matters most to your client. Try the following formula.

1. State the purpose of the meeting. “Thanks for meeting with me to discuss X.”
2. Use a “Before” statement. “Before we get into that,” or “Before we go over that document….”
3. Ask an open-ended question. “What else is on your agenda?” or “What else would be helpful to discuss today?”

Many of us think being direct and focused is the most efficient use of time. However, a big part of client service is about letting the client know that your only agenda is to meet their agenda.

Being willing to sabotage your own agenda for the sake of the client’s agenda takes bravery. We usually feel safer when we feel like we’re in control, which is why we plow ahead with our own stuff. But staying on the narrow agenda we identified can inadvertently make us look small and restricted, as if my expertise today is limited to our tightly defined agenda. If you start by saying, “Before we discuss X, what else is important to you today?” you’re communicating that you’re open to the client’s concerns and issues, that you’re knowledgeable and talented beyond the topic at hand, and that you’re confident you can provide value regardless of what issues the client raises.

Most of the time, the client will say, “Nothing else. Let’s get into the agenda,” which is fine. You’ve still gained clout and credibility and set a better tone just by asking.

One of the best questions to hear from a client is, “I don’t know if this is something you handle, but do you deal with X?” When a client asks that, they’re expressing their confidence in you and your ability beyond your narrowly defined role to date. That’s fantastic. It means they see you as a broader resource. You want to actively promote all your clients seeing you that way, which you accomplish by using the “Before” statement and open-ended question at the start of the meeting.

Regarding the question, start with “What” “Why” or “How.” Don’t follow your “Before” statement with, “Anything else you want to talk about today?” It can sound perfunctory or dismissive, rather than as truly seeking to understand what’s important to the client.

2. Move from “No!” to “Whoa”

Sometimes you’ll hear ideas that immediately strike you as absurd or just not of any great value. Sometimes it’s because of the source of the message, and sometimes it’s because of the way the message was framed. You have history and experience with those around you, both at work and at home. When Jack at the office starts to offer an opinion on the Zoom call, your experience has told you that this will be an off-the-cuff, ill-considered, poorly reasoned assessment of the situation, and you almost start shaking your head “no” even before Jack gets started. Alternatively, you might have great respect for Susan’s opinions in general, but the way she just explained that challenge didn’t make any sense to you. In either case, as soon as you quickly start saying, “No” in your head, you very quickly move from “No” to “Hell no!” Humans are very stubborn creatures. Once we commit to a position, it’s very difficult for us to reassess and change our minds. Susan may not have explained the idea well, but it may still have value. And even Jack comes up with a good idea every now and then.

If, when you hear yourself immediately say “no” to something, you remind yourself to back up for a moment, pull back on the reins of your decision-making, and swap in “whoa” instead, you’ll have slowed your judgment process just enough to remain open to a new idea. You’ll be more thoughtful and discerning in your analysis. You might, after careful consideration, still reject the idea, but you will have done so with reflection rather than reflex. You’ll teach yourself to be a better critical thinker, and will, in the long run, make better decisions, which is what it’s all about in the end.

Originally published on Inc.com