In the age of incessant online meetings and constant screen interactions, many executives find themselves wandering aimlessly from one virtual event to another. This aimlessness is not just a result of the sheer number of meetings but also stems from a lack of intent and direction. “Why am I here?” is a question many have asked themselves midway through a Zoom call. Mike Adams, CEO at Grain and a strong advocate for intentional communication in the digital workspace, coins a term for this phenomenon: ‘Calendar Zombies’.
But how do you steer clear from becoming a ‘Calendar Zombie’? How can you, as an executive, ensure that every virtual interaction adds value to your work and aligns with your goals? Adams offers actionable insights.
Intention Matters
The word ‘intention’ reverberates throughout Adams’s perspectives on modern communication. He argues that intention needs to be set in advance. If you dive into a meeting without a clear purpose or objective, you’re bound to drift aimlessly. This is not just about setting an agenda, but truly understanding why this meeting is crucial for you. What do you hope to achieve? Is it about strengthening a business relationship, deriving actionable insights, or perhaps communicating an important shift in strategy? Be clear with yourself, and you’ll find clarity in the meeting.
Equip Yourself with the Right Tools
Adams, with his deep involvement in Grain, a platform dedicated to refining virtual interactions, emphasizes the power of digital tools in enhancing intention. These tools are designed to help executives remain present in their interactions, making them more efficient and productive. By leveraging data from these virtual exchanges, executives can ensure they are not merely participants but active contributors. And the role of these tools extends beyond the meeting. As Adams points out, these digital assets can then be referred to, ensuring a continuity in intention and purpose.
Prepare, Prepare, Prepare
A meeting’s efficacy isn’t determined only during its duration but well before it. The time you invest in preparation sets the stage for the results you hope to derive. This is where Adams’s reference to the proverb about sharpening the ax before chopping down the tree rings particularly true. Instead of spending hours in unproductive discussions, invest that time in understanding the purpose, aligning objectives, and ensuring you’re adequately equipped for the virtual interaction. The dividends of this investment are evident in the clarity and precision of the meeting.
Break the Zombie Cycle
Adams aptly points out that many executives become ‘Calendar Zombies’ when they’re exhausted or simply overwhelmed. The solution lies not in reducing the number of meetings but in ensuring that each meeting is filled with purpose and direction. The danger isn’t in the volume but in the vagueness. Avoid passive participation. If you find yourself in a meeting, unsure of its purpose, take a step back. Re-evaluate. And if the meeting doesn’t align with your objectives, it’s okay to reconsider its necessity.
In today’s virtual-first work environment, our virtual interactions are the lifeblood of business operations. To make the most of them, it’s essential to act with intention, equip oneself with the right tools, and ensure adequate preparation.
To return to our initial challenge, the best way to steer clear of becoming a ‘Calendar Zombie’ is to treat every virtual interaction as an opportunity, an event with potential. Each meeting is a blank canvas, and with intention and preparation, you hold the brush.