I had an opportunity to compare five meetings that had similar content and the same attendees over a one month period. My colleagues and I were preparing a big launch and we were looking at the plan in a series of review meetings. In the first meeting I had created a first draft plan and had to present to executives I was meeting for the first time. I was not sure of how they liked to consume information and was on edge. So the first meeting looked like this:
What you see here is that I was in “overdrive” 33.8% of the meeting time.Overdrive means I my parasympathetic nervous system had stepped aside and my sympathetic nervous system had me in fight/flight mode. The blue lines in the chart are those heartbeats where the difference in time between beats was under 17 milliseconds for at least 10 consecutive beats. This meeting was almost two hours long, I was answering a lot of detail and we were finding our way together so I was in overdrive for one third the time.
We returned to review the progress from the first meeting a week later. In this I had my materials memorized and I knew how the executives consumed information. The meeting went very well, and we still had a lot of work to do. Using the same definition of Overdrive here is the chart:
This second meeting was almost two hours long and because I was so prepared I was in Overdrive only 10.8% of the time. As you can see from the chart there were only periodic physiological accelerations. Big difference. In the next meeting, the executive I was supporting and I did not have a lot of time to prepare for the meeting. We went in without synchronizing. You can see the chart here:
I was in Overdrive 15.2% of the meeting. You can see that my physiological fight/flight lines are concentrated early in the meeting as the executive that I was supporting and I were synching up. We found our way pretty quickly and you can see the blue lines even out.
In the fourth meeting we had taken another week to make progress on the launch. A lot of the details were worked out and we were in pretty good shape. When we got together the same executives were in the room and my supervising executive and I had a chance to coordinate. You can see the results in this chart:
Overdrive was only 4.4% of the time and the meeting was smooth. I felt good in the meeting and the readings show things went smoothly. We had one last meeting to get final check off an approval. I would through this data out because the environmentals of the meeting completely threw things off. You can see the data is very different:
Here you see a complete physiological meltdown as I was in Overdrive 87.2% of the time. Turns out the office I was taking the meeting from was extremely hot. I was perspiring and uncomfortable. It was a distracting situation. The meeting went well. We got approval and the communications afterward were universally positive. I believe the physical discomfort overrode the comfort with the materials.
So it appeared that reviews of familiar material with the same team of people did results in less time in Overdrive. Comfort with the material and people improved my performance. The last meeting is odd and I can’t definitively explain it with the hot temperature. But the first four seem to indicate improvements.