MoxieWorks

Taking Great Meeting Notes

I attend a lot of meetings both in person and over the phone. Although we are often given an agenda for the meeting I often feel like things wander a little more than I am comfortable with, but instead of getting frustrated I created my own meeting note taking template. 

Here is how I use it:

Who: I write who was at the meeting. If it is a really large meeting I might just put the general name of the meeting or key people.

Agenda: I copy the agenda over or if I am in a meeting that doesn't seem to have an agenda I can either ask what it is or figure it out through the meeting.

Connect: Often I am given ideas, direct input or remember people I need to connect with because of the meeting. I put that info in that box. For me, the whole point of having a meeting is to connect with someone or connect people I know to other people.

Do: Here's the thing about meetings, I don't like to walk out without having some task unless it really is just an information session. Do is where I write all the things I need to do and I might write things my team or partners need to do if it something I am going to have to check in on at some point.

Date: I circle the day and write in the date.

Blank Field: The blank field is where I make notes, doodle or write down important concepts. It is the free for all zone.

I have a stack of these printed out and they are on a clip board and on some days I go through half a dozen depending on the scheduling of my day.

You can download the meeting notes template and give it a try. I predict you will have more focused and better meetings.  Download Meetings Template.

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Ask Moxie: I Need Help Networking

Dear Moxie: I am in sales, but I hate networking. I know I should, but it seems so fake. What do you suggest I do to make it feel authentic?

Networking isn't something everyone loves. In fact, most people are really rather shy and aren't able to break into new groups easily. Plus, when we see the proverbial sales person schmoozing it may make our skin crawl. What is a person in sales to do?

My first suggestion is to join one group that is a good fit for you personally. It may not be the best fit professionally, but we will get there. If you are into service, join your local Rotary. If you like sports, join an intramural team. Do you get your kicks doing yoga? Go to a class.

The first step is to get comfortable in a group, get to know the folks in the group and start making real connections with people who also like what you like. The key to this is to go alone. I know, scary, but if you go with a friend you are probably going to sit, workout, or just hang out with that friend. Completely defeating the point of being in the group in the first place.

Now, remember, you aren't there to sell them anything. You are there to work on your skills at meeting new people, getting involved, and making friends/connections.

After you have started with that one group it is time to move onto the conference or business networking possibility. Probably the most dreaded of networking moments you have had. They were either filled with people flinging their business card at you or you sat alone in a corner. It doesn't have to be that way. I promise.

Go to the conference and make yourself talk to people you don't know. Bring 25 cards and make the deal with yourself that you are going to meet 25 people and give them your card. It is as easy as saying hello, asking them about themselves (people love to talk about themselves, leaving you the opportunity to listen and learn, and asking them for their card. When they hand theirs to you, you hand one back. (I told you this was pretty easy stuff, even for introverts.)

If there is lunch, sit with people you do not know. Sure, it is easier to sit with people you do know, but you can go out with them another time, this is your chance to get to know someone else. And again, ask about them. People really do love to tell their story and if you ask a few easy starter questions they will get the ball rolling. Sure, they may not become your bestie, but that isn't the point.

Most business, if not all business, is mostly about who you know. Period. I wish it wasn't that way, but it is. You can sit around an feel depressed because you don't have Harvard connections, know someone who is a CEO or have celeb's on speed dial, or you can get to know the people in your industry and community.

Don't think of any of this as selling. What you are doing is learning to expand your personal boundaries and letting more people in. You never know who your next contact or connection will come from and the time spent expanding your network will only help you in your pursuits.

Letting the Opinions of Others Control Your Life

One of the top 10 thing that we need to let go of to move forward is the idea that what other people think about us or our business is the reality of who we are and what we do.

Today, while driving to a meeting this morning, I heard on NPR the description of Hilda Solis, the US Department of Labor Chair, as being "uncooperative". It was the business community who labeled her as such due to her strong positions protecting workers. Was Solis uncooperative? Probably not. She was probably just doing things that business didn't like. Should she have stopped doing those things? No, but if she spent anytime at all worrying about what they thought she might have second guessed herself.

That, right there, is what happens. We second guess ourselves when we worry about what other people think about us and the work we are doing. That moment where we question the path we are on, due to the idea of what we THINK other people think about us is a time suck and emotionally draining.

Stop it.

Now, that doesn't mean I want you to go around with blinders on or as a bully on the playground. Listen to what others have to say, to some extent, but don't let it sway you far from your path.

I know. This is hard. People aren't necessarily nice or they think that sharing their opinion of what you are doing or you is helpful. It isn't. The time that they are spending thinking about you is probably time they should be spending thinking about themselves.

What other people think about you is not what counts. It is what YOU think of you and the work you are doing that matters. What matters is doing what is best for you, your business, your family, your life - not what others think you should be doing.

If you have made your plan, developed your skills and are working towards your goals - go full on. Don't stop and worry about what others are saying or thinking. The truth is that the minute you put yourself out there, doing anything, someone is going to have an opinion about it. So what. The bottom line is their opinion and getting distracted by it kills your momentum.

Stay focused. Stay positive. Keep moving forward.

This amazing print is for sale on Etsy in TricaODesign's shop

Ask Moxie: Does My Small Business Need a Budget

In a new feature I will be answering questions that I get here on the blog, in email, and in real life. I get TONS of questions and figure that here is as good a place as any to start answering them. If you have a question you can leave a comment, email me or stop me at the grocery store. Whatever works for you. I, like Lucy from Peanuts, am in.

Question: Does my small business need a budget?

Answer: Yes. I KNOW that wasn't the answer that you wanted, but really, you have to have an idea of your cash flow in order to run your business effectively. It can be simple though, you probably aren't running Apple so you can get by with some quick figures and call it a day.

What you need to put into your budget:

Expenses:

Rent
Utilities
Phone
Internet
Supplies
Advertising
Labor
Taxes
Subscriptions/Memberships

Income:
If you have multiple areas of income you can have a line for each area.

Now, I also like to put a line in for considered expenses. Such as, if this is the year we are buying a new computer, camera, office equipment, etc. I like to figure that in at the beginning. Granted, things happen and you have to do it when you have to do it, but if you KNOW that will help you with planning.

Now, if you KNOW your monthly income and expenses per month you can make a column that shows each month, but if you don't that is ok. Don't let it stop you from doing a budget. Even a rough budget will help you understand where your money is coming and going. If you find during the year that you are having less/more of expenses or income you can readjust your budget.

Here is the bottom line, knowing what you have is less scary than not knowing. People who aren't used to dealing with money or have had money issues personally can often be hesitant to put it on paper, but believe me - knowing is empowering. If you ARE making a profit you will see that, if you aren't you will see that too. It allows you to make some changes. Real changes from real answers.

Even if you aren't 100% sure what your numbers are, estimate them. If you need a template I highly recommend that you search Google Drive for any number of excellent templates. Really, though, it can be in a Word or Excel document and serve you just the same.

Do you have a question? Ask Moxie! 

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Making Plans for the New Year

Making Plans for the New Year

This is the time when you should be honing in on what you are planning for next year. Sure, in corporations they are getting their budgets done in October, but I know small businesses and they are thinking about it now. You just got through the holiday rush and you need to figure out where you are going. There are three essential needs:

A Budget - you need to take a hard look at your books (or get an accountant asap!)

Marketing Plan - this doesn't need to be fancy. Just figure out where you are going to focus your time and your money to try to get your best bang. Did you want to try radio? Thinking of Facebook advertising? Sponsoring an upcoming event? Put a rough plan together and that will help you to stay focused when the sales people come knocking on your door.

Goals - without goals you are just pinging from one thing to another. Your goals can be huge or they can be modest, it is up to you. What needs to happen is that you are consistently working on them, excited about them, and seeing them pan out. Set 3 and feel like your business is moving forward. Some ideas could be; take a class to learn a new skill, hire an employee, move your location, start internet marketing, start a blog, go to a trade show, join a local business group, or expand your offering. 

You have the opportunity to make next year amazing - start off feeling like you are on the right path. Start with a plan, and allow yourself the flexibility to know that some things will work out great and others, not so great. That is ok. You are growing and changing - and hopefully excited about all the new year has to offer.

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Dealing with Negative Comments

I heard recently from a friend that another person in business that they know often write or ask friends/family to write reviews on review sites for them. 

They cheat.

Simple as that.

If you are loading your reviews up on sites like Yelp or TripAdvisor you are cheating the system. People want to read real reviews, not trumped up happy thoughts from your Aunt Alice.

What do you do then when you have multiple or even just one negative review on a site? First listen to the review. Is your customer service not as great as it should be? Are you not serving your clients as well as you could? Did the soup that day turn out how you wanted it to? If you aren't doing your best, make real changes. Respond the review, invite them back, tell them you changed.

If you think the reviewer was just crabby or you were just having a bad day, chalk it up to that. Respond nicely in the comments and move on. There is no reason to have it removed unless it is particularly vicious or just totally inaccurate.

These sites are built to make the consumer make better choices, but they can also be used to make your business better at what it does. Listen to the criticism and find the areas of improvement. Don't short cut. It won't help you or anyone else, and trust me, you will find yourself getting more of those bad reviews. Clean it up and get on track! See it as a way to get real feedback - not a reason to balk.

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Shop Small Y'all

You know what to do. Support independent retailers as much as you can this holiday season. Sure, you need tech gifts and you might drift into a big box retailer, but if you commit to a percentage of items bought from independent stores, artists and crafts people you will be making a difference in the lives of people in your community. That is a MUCH better gift then anything you can find at something called mart. Do it. Commit to shopping small y'all.

Do you have a small shop? Etsy store? Put your link in the comments and I'll post them on Facebook too! Let's support each other this year during the holidays!

Tone Matters in Email 5 Rules To Remember

It seems to me that after 20 years of folks using email I wouldn't have to write a post about tone of voice, but it comes up - still - too often. How you say something is just as important as what you say. Let's review what to say in an email and how to say it.

Rule #1: If you would not say it in person, do not email it. Period. No excuses. Email is supposed to be YOU and if you are saying things online that you wouldn't say in person because you are more credible in person, a jerk behind a screen, or just just chicken shit - don't send the email. Ever.

Rule #2: If you ARE writing an email and you aren't sure who is receiving it or how they will read it, sit on it for at least an hour. You do not have to send everything immediately.

Rule #3: We are all rushed, but don't be rude. It takes minutes to write a few sentences and those words might soften the blow of a curt yes or no. Take the time.

Rule #4: Use LOL, emoticons, or other indicators if you aren't sure they know you are kidding. Email never reads as funny to the reader. Ever. YOU may think it is obvious you are joking, but the reader can't tell. I swear. They can't. So loose your hatred of the smiley face and add it. Really. Your reader will thank you - even if they think you are a silly 13 year old girl sometimes.

Rule #5: Pick up the phone. If you DO have something a bit more harsh to share, pick up the phone and just say it. YOu are a big girl or boy and can put on your big kid pants and deal the harsh news in person. Sure, you may like to hide behind email, but the other person deserves you acting like a grown up. Be one.

Having trouble with tone? Ask a friend or family member to read it before you send it. Still not setting things right with your contacts? Email me and let's see what the problem might be.

Working Within Your Personality

Last week I was working with a client, analyzing her team informally. I had suggested some reservations about one team members get up and go speed. She quickly said that it was ok, because that employee is a Beaver. She went onto explain that the DiSC system of understanding personality includes Beavers which are analytical, self-disciplined, industrious, organized, aesthetic, and sacrificing. Her industrious spirit and the need to have all the tools in place to get started were ok for her.

That got me thinking about what I needed or who I was. After taking the short test on the Tony Robbin's site it shared these ideas about dealing specifically with me: 

• Things to do to effectively communicate with Jacqueline:
  • Ask 'what' oriented questions that close the issue or topics.
  • Don't get off the track and talk about other issues or items.
  • Provide immediate incentives for willingness to help on the project.
  • Free-up enough to be engaging, stimulating, and fast-paced.
  • Provide testimonials from people seen as important and prominent.
  • Ask for input regarding people and specific assignments.
  • Put the details in writing, but don't plan on discussing them too much.
• Things to avoid to effectively communicate with Jacqueline:
  • Avoid making guarantees and assurances when there is a risk in meeting them.
  • Avoid rambling discussion and wasting time.
  • Don't stick too rigidly to the agenda.
  • Don't 'dream' too much with the team or you'll lose time.
  • Don't talk down to anyone.
  • Be certain all decision-points have reached closure and action-plans are the result.
  • Avoid getting bogged down in facts, figures, or abstractions.

All pretty right on, there is a whole lot more. In fact they send you a 22 page document. After spending years in corporations and doing a tremendous amount of training on all kinds of workplace ideas I wonder if, in smaller businesses and on volunteer teams, it would be helpful to spend a little time learning about how other people work. Granted, I wouldn't want to hold to rigidly to it, but if I had a better understanding of X and Y I might be able to work more effectively with them. If I could get clients to take the test that would be even better because I could meet their needs more effectively.

To take your own test you can go here: http://www.tonyrobbins.com/ue/disc-profile.php

This Innermetrix Disc Index is a modern interpretation of Dr. William Marston's behavioral dimensions. Marston's research uncovered four quadrants of behavior which help to understand a person's behavioral preferences. This Disc Index will help you understand your behavioral style and how to maximize your potential. - Tony Robbins

 

The To Do Files - Approaching Joy

I met Paige from Approaching Joy at the Arkansas Women Bloggers Conference and was immediately taken with both her admission that she is an introvert and her beautiful photography. Doesn't hurt that she shares my daughters name, too! Beyond that she is really starting to make a name for herself in the fashion/photography world and just returned from Fashion Week in NYC. She is one to follow, for sure. As a young woman just getting started in the work world I wondered how she was getting it all done.

So, Paige, what system are you using now for keeping track of all you have to do? Online, paper, mix? My biggest problem right now is that I don't have a set system.  I have a paper editorial calendar for the blog with movable sticky notes: I post daily so knowing what's coming is crucial.  And I day "I have" but lately the more truthful statement is "I had"; since my foray to Fashion Week I've barely had time to breath so I simply put it on my Google Calendar and hope that it fits.  Everything else goes onto my Google calendar (sometimes reminders are scheduled and sometimes I forget), my Teux Deux app, or occasionally my Notes app on my iPhone.

So, you have a lot of systems going on, but what really works for you to get stuff done? When I am feeling overwhelmed I generally get a pencil and a blank sheet of paper that I divide into separate boxes. Each box is a separate area of my life (photography job, assistant job, freelancing job, blog, wedding, family, housework, etc.) so that I get a full bird's eye view of what really is priority.  By doing that, I also give myself permission to write down every single thing (even small, silly things like "get nails done" so that I am not plagued with the thought of, "There was something else."  This total brain dump allows me to really see what is most manageable.

If you are using an online program or list can you explain what that is and how you made the switch to digital?  I liked the thought that the Teux Deux app automatically updates tasks to the next day so I started putting all my "to-dos" in that program, which worked... until I realized I wasn't in the habit of consistently checking the app.  This herded me back to my Google/ Gmail calendar (which has reminders) as well as pencil and paper.

What do you struggle with to get it all done? The fact that everything I am involved in has simliar elements but is totally separate.  Example: I was checking out a Facebook application for my bosses photography business and learning different ways to incorporate it into our stream of information. During my research, another company that was using this same program caught my eye because it was vaguely related to the freelance work I do and then I was off learning about that company until I realized that while this was valuable to my over-all knowledge it was not helping me complete the task of research.

How do you reward yourself when you cross things off your list? When I was in grad school I would do something like "accomplish three things, reward of 30 minutes on the internet" but since all my work is somehow linked to a computer my "reward" became much less appealing.  Now I have my "work" and "reward" mixed together: I tell myself, "You only get to go into your favorite coffee shop and enjoy that dirty chai latte if you work there for at least three hours."  I think I'm keeping most local coffee shops running on my tab alone so apparently it's working.

Have you been successful at getting family or coworkers to adopt your to do strategy? Honestly, please see above. "I don't have a system!!"  (Thankfully it's just me and my fiance at the moment so as long as we make a point to communicate loud and often, "Hey remember I have that meeting tomorrow night and won't be in til late." "Okay, don't forget we have that wedding on Friday." it works for us.)

What is one of the strangest, funniest, odd things that have been on your to do list in the past? Jewelry pops up on my list at a strangely frequent pace for a girl who consistently wear nothing more than a wedding ring.  One time it was because I saw on Instagram that my favorite shop had gotten a new shipment of bracelets.  The last couple of weeks it was because I was working with Mae's to borrow jewelry to wear to fashion week.  Yesterday, it was for wedding pictures.   I'm hoping something super fun like, "Pick up Sotheby's package (and the corresponding mysterious & wealthy donor/ supporter) from the post office," pops up on my to-do list soon.

More About Paige: Paige is the head honcho at the blog Approaching Joy where she writes and photographs about fashion, food, and anything that seems fun.  (Okay, let's be honest: She's the only honcho, but it's okay because she's one of those people who digs alone time.  If you adore pretty things, appreciate slighty self-depreciating humor, and have a propensity to enjoy the small things in life you are probably already her friend.  If not check her out on Instagram at Twitter: @approaching_joy and her blog: http://www.approachingjoy.com