Conducting Effective Meetings

Have you ever received an appointment request for a meeting that you knew was going to be unproductive? Nothing was accomplished the last time this team met; the only thing that was decided was that we needed to meet again. What a waste of time!

Meetings are not free, even if everyone is local and there are no travel costs to consider. The loss in productivity alone can be staggering.

Personal Productivity at the Expense of Team Productivity

I used to just “grin and bear” it as the saying goes. I used to take my laptop to those meetings under the guise of “taking notes”. But what I was really doing was being productive on my own. I was sifting through email in pursuit of InboxZero. Or I remoting into a client’s server to do some “real work” while the meeting languished.

But I’ve learned that although I was being productive as an individual, I was contributing to the ineffectiveness of the team. My mental absence was hindering the team as a whole. My personal productivity was at the expense of the productivity of the team. In essence I was part of the problem, not part of the solution.

I’ve written about some of those experiences and my short-sightedness in a prior post entitled “Closing Your Laptop in Meetings“. If you haven’t read it, I’d encourage you to do so and then take the challenge.

Conducting Effective Meetings

Something had to give. I didn’t want to spend scores of hours each year sitting in meetings that even most of the attendees would say was worthless. So, I did a lot of research and experimenting, looking for ways to make the meetings I conduct and the meetings I attend more effective.

I finally found a few critical points that have helped me immensely in making my meetings more productive. I’ll be the first to admit that these are not rocket science; they are common sense approaches that just seem to work.

I’ve wrapped this into a presentation that I’ve delivered to clients with very good feedback. And now I’m delivering this session in a Microsoft TechNet Thrive! webcast next week. Here’s the information:

Language(s): English
Product(s): Other
Audience(s): IT Generalist
Duration: 60 Minutes
Start Date:Tuesday, February 02, 2010 9:00 AM Pacific Time (US & Canada)
To Register: Click here

I hope you’ll join me for this session.

Now, your turn. What techniques have you found for making meetings more effective?

Speaking at the Baltimore SQL Server User Group

On Monday, the first of February, 2010, I will be speaking at the Baltimore SQL Server User Group meeting at 7:00 PM EST. My topic will be SQL Server Locking and Blocking Made Simple. In it, I will discuss:

  • The need for locking
  • The consequences of blocking
  • How SQL Server locks resources
  • How blocking affects performance
  • Influencing locks with granularity hints
  • Setting Transaction Isolation Levels

Here is a sample slide from the presentation. You can download the entire presentation here.

During the presentation, I will regularly use the following script to view the locks being held by SQL Server.

–examine the resources
SELECT
resource_type
,(CASE
WHEN resource_type = ‘OBJECT’ THEN object_name(resource_associated_entity_id)
WHEN resource_type IN (‘DATABASE’, ‘FILE’, ‘METADATA’) THEN ‘N/A’
WHEN resource_type IN (‘KEY’, ‘PAGE’, ‘RID’) THEN (
SELECT
object_name(object_id)
FROM
sys.partitions
WHERE
hobt_id=resource_associated_entity_id)
ELSE
‘Undefined’
END) AS resource_name
,request_mode as lock_type
,resource_description
,request_status
,request_session_id
,request_owner_id AS transaction_id
FROM
sys.dm_tran_locks
WHERE
resource_type <> ‘DATABASE’;

I hope you’ll join me there.

If you’re interested in having me speak at your local user group, please send me an email or direct message me in twitter. I’d love to talk with you.

The Three Events That Brought Me Here

Recently Paul Randal (twitter, blog) instigated another meme in the SQL Server community – What three events brought you here. If you’re not familiar with memes, I’ve explained them in another post entitled “What’s Your Biggest Weakness?” And as I mentioned in that post, I love reading memes because it really helps you feel like you’re getting to know others in the SQL community. Technical articles and forum postings help you to learn more about technology; memes help you to learn more about a person. And even though the SQL Community is focused on SQL Server, at its core is people.

A few days ago I was tagged for this meme by my friend TJay Belt (twitter, blog). You can read his post here.

So what brought me to this point in my career? I’m glad you asked.

The Apple IIc

The first event that started me down this journey was when my childhood friend and neighbor got an Apple IIc. He had a few games for it but otherwise really didn’t know what to do with it. I was in the latter part of middle school at the time and spent most every rainy day at his house trying to figure out what we could do with this new “thing”.

I eventually discovered that I could view and even changed the source code for some of the basic games. For example, in a horse racing game, I modified it so that I could alway tell before each race which horse would come in first. I also started creating some primitive “choose your own adventure” games.

Not long after noticing my interest in computers, my parents bout me an IBM PC Clone  from a company called Leading Edge. According to the salesman, it was powerful enough to run a small business and it should last me a long, long time. About a year later, I upgraded the RAM from 256kb to 512kb by removing a bunch of little individual chips from a breadboard and replacing them with others. It didn’t have hard drive.

I bought and studied a book on GWBasic and started writing programs. I started with simple things like a check book balancing program (boring!) and the like. The pentacle of that era was one that would play Mastermind with me.

The future Mrs. Webb

After high school, I went to college to study Electrical Engineering and then went on to get an M.B.A. It was during that time that I met the wonderful young woman that would eventually become my wife. The only issue was that she transferred from Auburn University to Vanderbilt University in Nashville, Tennessee. So after I graduated, I pursued her, looking for most any job I could find in the Middle Tennessee Area.

I landed one working for a pharmacy software company vendor. My job was to help develop a digital communications package that would transfer patient and sales information from stores to headquarters and then send formulary information from headquarters to stores . It was my first real experience with databases and I liked it.

A Taste of Consulting

Just a couple of short years after starting work for the pharmacy software company, my direct boss at the time left the company and started consulting for other companies in the pharmacy software field. It didn’t take long for him to get so busy that he needed some help. He called me and I started doing work on the side for him. Before long, that turned into a full time job for me.

Over the next few years I helped him to build a successful consulting business from the ground up. I learned invaluable lessons about working with clients, writing proposals, designing software, and the like. It was then that I decided to strike out on my own. I thought that if I could help him to build a successful consulting company, I could do it again for myself. So, with the support of my wife, I left and started WebbTech Solutions. That was 14 years ago and I haven’t regretted it at all.

Volunteering

In the year 2000, I was leading the Nashville SQL Server User Group and I heard about this new association called the Professional Association for SQL Server. Kevin Kline (twitter, blog), then the Vice President of Marketing for PASS, came to speak at our local group and really talked high of the organization.

So our group became an Official Chapter for PASS just one year after its inception. I went to my first PASS conference in San Francisco where I met Brian Knight (twitter, blog). He recruited me to be the Chapter Manager and I was eventually appointed to the Board to fill a vacancy.

I continued volunteering for PASS and was elected several more times to the Board, eventually serving as the Vice President of Marketing and Executive Vice President of Finance. During my time there I met many, many great people and a multitude of doors were opened for me, too many to recount here.

It’s all about people

As I think back over the events and milestones that have led me to this point in my career, I realize more than ever before that it really is all about people. The people you meet, the people you help, and the people that help you along the way.

So, what about you? How did you get to where you are right now? What events, either planned or coincidental got you to where you are? I’d like to hear about them.

Goals and Theme Word for 2010

I was warned by my father when I turned 21 that, although it seemed like it took a long to reach 21, three blinks from now I’d be 40. Boy was he right! The older I get, the faster time seems to pass by.

We’re two-thirds of the way through January 2010 already and I’m just now getting to my first blog post of the year. Weeks ago, I was tagged by my friend, Tim Ford (twitter, blog), for a meme about my Goals and Theme Word for 2010. A good and timely reminder to set aside some time to think about what I’d like to accomplish in the coming twelve months, and to share that with the world. What better way to hold yourself accountable than to share it with, well, everyone?

Time got away from me and I hadn’t posted anything. That’s when another good friend, Kevin Kline (twitter, blog), gently reminded me in his goals posting that I hadn’t shared mine.

The Value of Setting Goals

As you can probably imagine, the life I’ve chosen keeps me pretty busy. Running my own consulting business, living on a hobby farm with animals and a garden, raising four wonderful kids with my wife of twelve years, and volunteering for church and Boy Scout activities requires me to prioritize. I need to make sure that what I’m doing is important. That’s not to say that it’s all work and no play for me. No, leisure time with my family is important to me. So I make sure that I take the time to have fun.

This begs the question: how do you know what is important? We can go through life putting out the fires that pop up along the way, reacting to the pressing need of the moment. But that’s very reactionary. It’s not planned. And it doesn’t allow you to make sure you’re generally moving in the right direction because your vision is limited to one fire at a time.

To ensure that your overall direction is right, to know whether each of the fires puts before you will take you a step further in the direction you want to go, you must first define that direction. This is where goals come in.

Goals are set when there isn’t a fire immediately in front of us, when we have the time to think about what we want rather than what the pressing issue of the moment is asking of us. Goals give us a vision of the desired future. And with that vision in mind, we can evaluate each opportunity as it’s presented to us and compare it to that future-state that we’ve already defined. If the opportunity moves us a step closer to that future-state, we can embrace the opportunity, if it doesn’t we can take that into consideration as we evaluate what to do about it.

My Goals for 2010

I subscribe to the SMART goals theory. Each goal should be Specific, Measurable, Attainable, Realistic, and Timely. Essentially it boils down to “who does what by when” and in this case you are the “who”. This keeps us from creating fuzzy or indeterminate goals like “I’m going to blog more.” There is plenty of information online about SMART goals, just use your favorite search engine to find a plethora of information on the subject.

For the purposes of setting goals, I like to keep two broad categories in mind: the goals that pertain to my business and career and those that involve my home life.

My Professional Goals
Over the next twelve months (ok, 11.3 months), I’d like to accomplish the following things:

  • Write a business plan for a new venture I’m considering. For several years now, I had an idea for a new and complementary business but I haven’t acted on it. This year, I will. The business plan itself is not really what I’m after, it’s the process of writing it that’s important – doing the research to see if it’s a worthwhile proposition.
  • Post a minimum of 72 blogs to my professional blog site. That’s an average of 1.5 blog postings per week. Of course I’m already behind in this area so I’ll need to do some catch up here. As with my first goal, this goal is really serves as a proxy for two other goals that are more difficult to measure. First I’d like to get better and faster at writing and one approach to that is to do it more often. Secondly I’d like to increase the number of people I help through this blog and studies have shown that there is a direct correlation between blogging frequency and readers.
  • Schedule and have a Weekly Review at least 40 times this year. I’ve been using a customized version of David Allen’s Getting Things Done for years now, but I haven’t quite mastered one of the more powerful aspects of it, the Weekly Review. This year will be different.

My Personal Goals
Before the end of this year, I will:

  • Double the amount of pasture that I have fenced. About one-third of our pasture has perimeter fencing and that’s just not enough for the heard of animals that we have and will have by late spring. I need to give them access to more grass.
  • Read at least 5 books on preparedness, survival skills, or sustainability on the farm. This equals what I did last year and my knowledge on the subjects have greatly increased but I still have a long way to go.
  • Paint three rooms in our house. There’s not much more to say about this one.
  • Resolve an ongoing plumbing issue. There’s not much more you want me to say about this one; trust me.

And there you have it, my goals for this year. Of course I’ll continue to do the other things in my life like teach a Sunday School Class at my Church, volunteer as an Assistance Scout Master in the Boy Scouts, and strive to spend more time with my kids. But these are the new goals for the coming year.

I was close to setting a personal goal of going to Philmont Scout Ranch in northern New Mexico this year, but I’m not quite ready to commit to that yet. I’ll go one day, I’m just not positive that this year will work out for me.

There’s nothing really impressive or necessarily inspiring with them, but getting them jotted down so that I can refer to them throughout the year and reflect on how I did at the end of the year will is good. Thanks Tim for tagging me on this one.

Since I was so very late in getting these out, this meme has pretty well run its course so I’m not going to tag anyone for follow up. But if you’d like to share your goals for this year, I’d love to hear about them. Post a link in the comments section below, or jot them down directly in a comment.

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