December 2005 Member-Only Podcast -- The Meeting Introduction
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In this special podcast for our registered subscribers, we're going to share Mark's favorite tool ... the Meeting Introduction.
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The Meeting Introduction
If you're leading a meeting where a team is being formed, or a project group is meeting for the first time, I recommend you use this tool to start off well. In fact, it is so effective, it is my all-time favorite manager tool. I've been leading meetings as a manager, leader and now consultant and facilitator for 20+ years. I've seen hundreds of ways to do this, and used many of them myself. This tool is by far the simplest to understand and the easiest to remember for everyone.
There are many consultants and "experienced" managers who will pooh-pooh this approach. They will moan when you introduce it, and say they've seen it before, and, "it's so corny". Most of them will argue with your choice of icebreaker when in fact they are making a statement that spending time on people stuff is a waste. They are dead wrong. Ignore them.
I'm an engineer "“ I like things to be short and sweet, and despite my love for every human being, I am intellectually inclined to avoid folks who don't do things the way I think they ought to. I am fine with it emotionally "“ I love diversity, and often am moved to tears by watching someone do something I simply could not do. Here's an engineer example. Mike and I love it when one of us calls the other, who answers his cell phone and says, "heymancallyouback." He knows it's me (or vice versa), and is telling me he can't talk, but wanted me to know that even though he couldn't, he saw it was me and am glad I called. That's engineer respect for you. I once exchanged emails with a good friend of mine, a gifted manager at a hospital client of mine.
"Lunch?"
"When?"
"Noon tomorrow Pasta Bella."
"Done."
Seven words, four mails (3 of them one word long), and a great meal was had by all. So, in all my years of introducing people this way, I've been pushed a hundred times to cut it out to save time. I've despaired often that "˜we're never gonna get through this agenda if we spend all this time on the intro thing!' Clients have deleted it from draft agendas, and I put it back in.
Because every single time, when I ask for feedback after a session, the introductions get the most frequent and most powerful positive response. I don't argue with large numbers.
I've come to understand that the group knows. No individual necessarily knows, but the group does. They know that they're not comfortable yet. They know that all the great memories they have of teams and projects that worked were of human connection, great interpersonal communication, trust and openness.
And you can't have that if you don't know each others' names.
Here, then, is how to conduct an introductory meeting. May it serve you well. - Mark
You can use this technique as a meeting entirely unto itself, or as the kickoff for an all day meeting or half day session. It should be the first significant item on the agenda for the day/meeting, after your welcome, purpose, agenda and groundrules (all of which shouldn't take more than 20 minutes total.)
I know what you might be thinking here. "˜Gosh! I have 4 hours "“ eight to noon. You're saying I'm supposed to spend 20 minutes on the admin stuff, and then spend even more time on the introductions?'
Yes.
As a general rule, I determine the amount of time needed on the agenda by taking the number of attendees and multiplying by 3. That's the number of minutes you need to do this intro/icebreaker* well.
[* - A note about icebreakers: I never call this an icebreaker. I have grown to dislike the term. Too many facilitators and HR people call anything fun or energetic that may not do a good job of introducing people an "˜icebreaker'. It may be right that they're breaking the ice by having someone do something silly, but it's a subversion of the real reason to break the ice: to get to know each other. If you don't know others' names and a little about them, it may be an "˜icebreaker', but you're not meeting your team's needs for inclusion.]
So, if you have 15 people, you need 45 minutes. It is meeting suicide to try to do it in less time. If you try it, don't tell anyone you learned the process from me. If you have 6 people, 20 minutes (always round up) is good. You get the idea. Just to be clear, the underlying principle here is that you must have time for this introductory technique on the agenda.
Yes, you can use this with 4 or even 3 people. I urge you to do so! It is a lovely nod of your head that you're not assuming that just because the group is small, it is somehow magically going to gel. However, never schedule less than 15 minutes for it on the agenda. Don't schedule 10 minutes for 3 people "“ it takes a few minutes to set up.
You can use this on groups as large as 25. I have used it with that many, and yes, I scheduled 75 minutes for it. You might think that it would get boring, or folks would get fidgety about starting the training. Nope. If I only have a 4 hour initial meeting for a project kickoff, I would absolutely use an hour plus of that for this exercise.
So, now you've got the time on the agenda, and you're ready to start. Not exactly. First, you have to get your materials in order. You're going to need enough flipchart paper for everyone to have one sheet, enough markers (not counting the yellow ones) for everybody to have at least one, and tape to be able to tape their sheets up to a flip chart easel or a wall.
It's actually a helpful device to have the markers and paper piled in the middle of the floor when the session starts! Also, I like to rip the tape in advance, in 3 inch long strips, 2 strips for each person who will introduce themselves (and you WILL be introducing yourself, whether you're a part of the group or just facilitating.)
What's more, you'll want to have a sample sheet prepared, to show everyone what theirs will look like. I don't recommend you show them yours "“ make one that looks like the one at the bottom of this document,
Now it's time to start!
After you learn the most important rule of all introductions.
Whatever you do, once you start this exercise, under no circumstances EVER are you to hurry the process along. Never encourage people to rush. Never manage to a time deadline at all. If you get behind*, DO NOTHING. The people you rush will feel like second class citizens. In the big scheme of things, one meeting running over is not the end of the world.
* - If you get ahead, it is okay to slow things down a little if 3-4 folks go really quickly and you feel like you're going to finish way early. It's not a problem finishing early "“ the problem is the group doesn't bond if they rush.
To begin, introduce this introductory exercise this way:
"It's time to get to know one another better. We have an excellent tool, where each one of you gets to introduce yourself to the group. It's simple and fun. In just a moment, when I say "GO", each of you is going to come up and grab a marker and a piece of flip chart paper. Then you're going to have about 3 minutes to prepare a sheet of your own, like this one on the easel (or on the wall)." You'll write your name on top "“ first and last. Below that, you'll write your role "“ however you define it. Then, in the middle of the sheet, draw a picture that represents your life in some way. It could be a house, a flower, pictures of mountains you love to visit, or a drawing showing your family. Look, as you can see from the example, you needn't be a good artist. Being a bad artist does not exempt you from this exercise! I've drawn stick figures for my family, and that's as good as I can get... and that is absolutely FINE."
Then, at the bottom, below your picture, you'll write something "“ sort of a note to yourself "“ so that when you tell us about your sheet, you'll remember Something No One Here Knows About You (SNOHKAY). You might write down "mascot" if you want to tell us that you were your high school's mascot. You might write "crochet", and tell us, "none of you know it, but I love to crochet and have been to a couple of conventions on it. I love it!"
What you share needn't be earth-shattering, or impressive, at all. It should just be something fun, or different about you. For those of you who want to say, "everyone knows everything about me," well, just think a bit harder. "Please, we're not asking for secrets. That's why we have down ATIPA: And That Is Professionally Appropriate. Nothing private.
"Share with us something that will help us know you a little bit better. "After everybody's had 3-4 minutes, we'll start having each of you introduce yourself. If you're nervous about getting in front of the group, well, start now! Because each of you IS going to get in front of the group and walk us through your sheet.
"It'll go like this. You'll bring your sheet to the front of the room "“ random order, other than I will go first to remind you how "“ and you and I will tape up your sheet to the wall/easel. Please note I don't want to tape your sheet to the paper... I'm going to tape it to the metal/plastic on the easel. You'll face the group, and say, "˜Hi, I'm Mark.; You'll pause, because the group will say back, "˜HI, MARK!' You'll then tell us your role "“ help us understand it a little if it's different than anyone else's in the room. Then, describe your picture to us. If there are stick figures, tell us who or what they are. Elaborate a little for us.
"Then, tell us about the something nobody knows. As an example of that, I wrote the number 37. When I came up, I would say, "I have broken 37 bones in my body. Fingers, toes, ribs, arm, leg, head, nose, face, etc.
"When you're done, give us a second to show you some appreciation "“ we're all going to clap for you. For some of us, speaking to a group is hard, and we want you to know you did well, and we're glad you're here.
"Then, I will help you take it down, and you will use the tape still on it to tape it somewhere to one of the walls in the room, and they'll stay up the rest of the day today (or meeting). We'll be able to admire our artwork the entire time. "That's what we're going to do. Everybody comes up, one at a time, and we get to know each other a bit.
"Any questions? GREAT. You can work anywhere you want, the tables, the floor, tape it to the wall to do it, whatever." Okay...GO!!!!"
Now, you give them 3-4 minutes to work on their sheets. If you haven't done yours, you can do it now, but I usually already have mine prepared so I can walk around and compliment participants on what they're doing. Nice! Can't wait to hear about THAT! GREAT artist over here...
Give them a 30 second warning. "THIRTY SECONDS!"
Then ask them to wrap it up. "Okay, time's about up. Finish up, and I will tape mine up and get us started."
It is absolutely critical that you go first. You will want to set a tone of enthusiasm, smiling and engaging the group, and not taking only 5 seconds to speed through it, but not talking for 5 minutes either. It's okay to tell a story during the "SNOHKAY" portion...just don't enjoy talking to the group too much. Make sure you pause to allow them to say "HI" and wait at the end, prompting them if necessary to applaud.
Now your job switches to facilitating them coming up one at a time. You'll be busy, first helping each person put up their sheet, and then standing away from the presenter to allow them to be center stage.
You play a key role in keeping the group positive and energetic during this time. You certainly should be the loudest person clapping, and you will have to, for the first couple of folks, lead/remind everyone to say, "Hi, _____!"
To maintain some energy, move with energy to assist each person. Don't saunter "“ the right move is much closer to a hop or skip. Show the group that you are serving them, that you are willing to work hard for their experience to be a good one. Once each person has presented, wrap up the exercise this way: "Thanks to each of you for sharing yourself with the group. That was time well spent. Let's take a ____ minute break; be back at ______."
That's how you facilitate the most effective introduction exercise I've ever used.
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Mark & Mike, I finished listening to
Mark & Mike,
I finished listening to this podcast during today's morning commute and I must say it really made me think 'wow'. It's a great activity, I've been part of 'icebreakers' ;) before where parts of this one were used but never as such a complete prescriptive way to run it.
I will definately be placing this in my 'todo' bag for the next time I have to manage a group of people working on a new project, it sounds like it's worth it's weight in gold.
Great, great podcast guys, keep up the good work!
Andy.
P.S. I've added myself to the Frappr map (I'm over in the UK).
Thanks, Andy! You'll find, as I did,
Thanks, Andy! You'll find, as I did, that the technique works incredibly well.
Andy- Thanks for the kind words! I
Andy-
Thanks for the kind words! I spent years watching intro sessions and seeing them get messed up for all kinds of reasons. I really think the vast majority of managers would do well to know ONE of them absolutely COLD. Trying a different one every time in the service of "freshness" takes away from the core reason for doing an "icebreaker"...I am all for experimentation... but worry when it's deemed okay at the expense of the mission.
Mark
M&M, thanks for this wonderful tool.
M&M,
thanks for this wonderful tool. In fact, this is exactly what I had on my todo-list: "Find a new start for my seminars". I'm trainer and coach for CRM, sales and project management in Germany and got tired of my old opening - I needed something fresh and I got it.
I'll use it right away, have a great year,
Thomas
Thomas- Great! Exactly why we
Thomas-
Great! Exactly why we shared it - so more folks could use it and benefit.
Let us know how it works - happy to help.
Mark
M&M - I used this intro yesterday at
M&M -
I used this intro yesterday at an all-day project kickoff meeting involving 12 people (11 from Europe plus me from the US). It is a cross-functional project team, involving people from Sales, Marketing, R&D, and IT. People were from 4 countries and some didn't know each other well. I tried to use the 'script' fairly precisely, allowing ample time, giving people all the warnings about 'no secrets', etc.
I have to say that this exercise was well-received by the group. I think it really helped to 'level the playing field' and break down some of the barriers to effective communication.
The only suggestion I received (and I agree) is not to take a break after the exercise. We may have lost a bit of momentum and could have segue'd right into the first 'meaty topic' on the agenda.
Great job on documenting this exercise. I would use it again!
Wayne.
Wayne- Glad the tool was helpful!
Wayne-
Glad the tool was helpful! Sorry about the break issue. I should have made clearer that with only 12 people, it's best just to get right to work. The break normally happens afterwards not because you need one "after" but because it may have been two hours! But if you can jump right in, that's always better.
Good work, glad we're serving you.
Mark
We just reorganized and I am now team
We just reorganized and I am now team lead for 3 other people. Fortunately, I'd gotten a good tip to listen to manager tools a couple months ago, and I'm much more prepared than I was.
Since one of my new teammates is remote, we had him fly down and have had two days of meetings figuring out how things will work, and I started out with this exercise. As predicted, there was heavy resistance at the beginning. One individual in particular was rolling his eyes and exclaimed "Have you just been to manager classes?"
Again, as you predicted, the exercise went very well and seemed to break down barriers between people who had otherwise not worked together. Today, the individual who had seemed so against the exercise yesterday said "Actually, that was very good. It was a lot better than I'd expected." From him, that's very high praise.
Thank you!
Alan- Thanks for the kind words!
Alan-
Thanks for the kind words! Glad the introductory exercise went well - as I said, it's my favorite manager tool.
it's a privilege to serve you.
Mark
Mark and Mike, I recently discovered
Mark and Mike,
I recently discovered your terrific site. I'm still working my way through your casts -- not necessarily in order -- and I am picking up a lot of useful tools along the way. Thank you.
I turned to this particular cast because I thought it might help me with a situation I'm about to face. While I've supervised individuals before, I've never headed up an entire department. Now I have been given the opportunity to take over an existing team (replacing the current manager) in an affiliated business unit. I was hoping to find some insight on how to handle the introductory phase.
Obviously, this is not the topic you've covered here. If you have covered it elsewhere, I'd appreciate your pointing me in the right direction. If not, can you recommend any books or like that might include the kind of practical advice that makes your casts so great? (In the meantime, I'm going to listen to your recent trio of casts, because I know I've rarely gotten the most out of my administrative assistants.)
Thanks again.
SOB- We do have a series of casts
SOB-
We do have a series of casts planned on this topic, which I assume is becoming a new manager, or what to do when you start with a new team.
That said, I think you will find a LOT of useful information on the discussion boards. There have been a couple of threads where I've tried to make some suggestions...
Glad you're a member. We do this for you.
http://www.manager-tools.com/forums/
Mark
Mark, Michael, I just had three new
Mark, Michael,
I just had three new team members added to my team over the past two months. After listening to this podcast I just knew I had to do this at our first team meeting which was last Friday. We had a great time, lost of fun during the "Hi my name is John - Hi John!" presentations and I got to learn things from my long time team members that I never realized they were involved in. Feedback from the team was great too. Thanks for sharing al these fantastic and pragmatic tools with us out there practicing management.
Greetings from Amsterdam!
Ronald
Ronald- A perfect use for my
Ronald-
A perfect use for my favorite tool! Glad it worked so well.
Mark
Mark & Michael, This sounds like a
Mark & Michael,
This sounds like a useful tool. I'm involved in teaching MBA students and I think I will try it out at our next orientation session (with about 45 mature students). It will be fun to find out how well it works in such a large group.
I realise that it will take a 2+ hours, but as a start to the team formation process, it should work.
Regards
Peter
Mark. The book. Please.
Mark. The book. Please. =)
Yesterday, I tried out an introductions
Yesterday, I tried out an introductions session for a team of 5 people. Although a senior individual contributor for several years, its the first time I've been ask to manage people beyond task direction and guidance.
We all had a great time (particularly the group calling out Hi xxx bit) that piece lifted the team so much. Its was particularly exciting to see a 21 year old young man fresh from college visibly relax in front of us.
I feel like I really got to know the team and look forward to using all your other tools directly - I often use them but in a slightly indirect "I'm not your manager but .." kind of way or helping my peers with their management problems. (The tools are just as effective like that).
Your shows are always inciteful and helpful. Above all else, I find them very motivating personally.
Sounds like Mark has written the book, can't wait to see it (I'm guessing its actual publication may get a mention on the podcasts, hope I have caught up by then.
Dvsdvs1- Well done! Glad it went so
Dvsdvs1-
Well done! Glad it went so well. The highest praise we get is ACTION.
And it not only SOUNDS like I've finished the book, I actually have. We'll keep you updated.
Mark
Manager Tools can claim another
Manager Tools can claim another success! Our new team just completed a very successful kickoff meeting for a business process modeling project. The success of this meeting is due in large part to both the Meeting Introduction and the Brainstorming podcasts.
Because our project looks at current business processes, we have a team that includes senior managers and frontline customer service representatives sitting side by side in the same room. To be successful, each team member must feel free to share in the conversation at all stages, and the Meeting Introduction exercise was the perfect tool to level the playing field. Naturally, the exercise was greeted with the expected mix of reactions that ranged from enthusiasm to apprehension, and with ten participants it took about 30 minutes to complete. Not surprisingly, it was simple, fun, and immediately transformed the workgroup into a team.
Fortunately, the user comments on Manager-Tools cautioned us to not take a break after the exercise, so we carried the momentum of the introduction directly into a brainstorming session. Not surprisingly, the brainstorming produced a flood of useful information in about 7 minutes time. This was a far cry from the excruciatingly long "brainstorming" sessions that the group was used to, which typically produced little more than confusion and frustration.
All tolled, we achieved in 90 minutes more than the previous group had achieved in several tiring sessions. Thanks and praise to Mike and Mark for making these powerful, accessible, tools available to the masses.
Thank you,
Scott Durgan
Great Tool! I used it for the very
Great Tool!
I used it for the very first time last weekend, and it was a quite a success.
One participant even told me that he felt more respected in this meeting than he usually does.
Greetings from Germany
- Mahi
Mahi and Scott- Well done! The
Mahi and Scott-
Well done! The credit goes to the one in the fray.
Mark
Hi M&M, I've a question for you guys
Hi M&M,
I've a question for you guys - please keep in mind I'm not trying to irritate Mark... on purpose. ok ?
I'd like to be using this tool for a introducing a small work session outside of work environment (sort of club). Is there anyway we can manage this without having a flip chart ? Now, I get the point about showing and sharing with the others and keeping it to the walls. But we will likely be in the house of someone and I see no way to get them to allow me to hang stuff on the walls :)
The group will be small enough for us to be around a table and I was wondering if using a paper and having them right in the middle of the table could be close enough... Would A3 paper do it?
Sorry if this sound stupid, I'm not trying to turn a one-on-one into a one-to-many here :) Just making sure what I can or cannot change.
Many thanks for all you are sharing with us. Your podcast way outrank most of the sources I've been trying. You do deserve to rule the business section in Podcast Alley! MANAGER TOOLS RULE!
Hi from France!
Armel
Armel- Sure, you can do that! It's
Armel-
Sure, you can do that! It's not ideal, but works great.
Mark, who is not irritated!
Wow! I know I have been slow to work
Wow! I know I have been slow to work my way to this podcast but last week I used the excuse of a new team member joining the department. I had 14 people around the table who have all worked with each other for years and one new person but I said - trust in Mark & Michael.
I ran the identical meeting that I run every month except (1) I put in the Introduction (on the basis that we had a new joiner) and (2) I finsihed the meeting with a Hotwash WWWTALA.
The team feedback is stunning. "Best meeting ever". "Loved it". "I left the meeting feeling great". "Never understood that getting out of here on Tuesday evenings was so important to John etc"
I got to admit I was tempted to short cut but I forced myself to stick with it and folowed the Mark rules to the letter - even the untidy pile of flipcharts (that went against the grain)
Thanks for a great tool
David
David- Note of the week! Thank you
David-
Note of the week! Thank you for sharing your USE of the tool. THAT is what gets Mike and I excited!!
(The untidy piles bug me too...but they work, and effectiveness is what we're after.)
It's a privilege to do this for you.
Mark
Hello everyone! I'm new to Manager
Hello everyone! I'm new to Manager Tools and I came here to find an interesting way to conduct my first meeting with my new team. I've been on the job for a week now, and plan on holding the first staff meeting in the middle of next week. I'm not a new manager, but am new to this company and am the new manager to this team of 18.
This team overall has been through many recent changes (some shattering) and I have been given the opportunity to lead and motivate them, while rebuilding moral. Most of the team rarely see each other because they "currently" telecommute. I've already conducted one-on-ones with most of them over the past week, but am ready for the group meeting in the near future.
I plan on using this introductory tool. Thanks a lot and I'll be sure to report back with feedback!
Recently I have used this
Recently I have used this ‘Manager Tool’ for the first time. This was in a professional setting, with some 18 participants. Some of them were new to the group.
I received some very positive feedback on this ‘Meeting Introduction’; so I can really recommend it.
The atmosphere for the second part of the meeting (business content oriented) was much more relaxed and open than would otherwise have been the case!
Some tips (essentially confirmations of the points that Mark also stresses):
* really prepare this well (I even translated the instruction sheet into Dutch; glanced on it during the instruction phase to make sure that I did not forget important aspects
* do not rush!
* make sure that the welcome cheer at the beginning of every introduction is done by everyone; and also the cheering at the end
Highly recommended!
jeroendemiranda - I agree with your
jeroendemiranda - I agree with your tips, especially the welcome cheer. I only at 6 people, but they really got into the "Hi X!"
I have a internal interview lined up( I
I have a internal interview lined up( I am competing with the would be direct report) and there is a internal candidate from that market which I am interviewing to head and I am expecting this question from the hiring manager " How will you make sure that you have all the support from this person when he has been running the market on interm basis for so long, what would you do if he doesnot support you or lobby against you '? Please help with a great answer M&M
anyone tried this in china?
I've got a team in China (~16) who have just had a new team member join. The entire team is less than 1 year formed so I am thinking that I will try this when I go in Nov to build a closer team.
Just wondering if anyone has done this in China or another country where most will not have english as their first language etc? Just wondering if anything gets lost in translation.
Thanks,
Glenn
Not Tried This Have used Other MT tools
Hi Glen,
I have not had the opportunity to try this yet. I have done O3's in China with a small teach of 5, it went well.
There is an MT China subgroup on LinkedIN. I hope you will join us and help it grow.
JHB
"00"
Thanks! The meeting introduction tool works great.
Again another tool that actually works, is simple and effective.
Thank you for sharing this with all of us!
Web meetings
Hi,
Would you use this in web meetings (phone conference + shared desktop, no video)? How would you modify it?
Trying this tomorrow
I was just promoted to manager of a small team and am going to implement this at our first team meeting tomorrow.
Question
Hello,
What are your thoughts on using this tool in a setting where the team is well established, has been working together for years, and the department head is the (only) new team member?
Thank you in advance for the input.
Best regards.