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Virtual EOS Session Best Practices and Tips

Moving to virtual EOS sessions — and virtual meetings in general — can seem like a downgrade, but it does NOT have to be. Here are some tips (compiled from EOS Worldwide, fellow EOS Implementers and personal experience) to help you have the best virtual meetings possible. 

Before Session / Set Up

  • Ready your technology. 
    • Have fast internet. It’s crazy in these times for your video to ever sputter and skip. It’s incredibly distracting, and it shouldn’t be forgiven any longer. 
    • Plug into the internet/ethernet. Make sure you are hard-wired to avoid any disruptions. When your audio and video are seamless, it will feel more like you’re in the same room together.
    • Make sure your microphone is of high quality. Buy a microphone or headset if necessary. Headsets help prevent feedback, but if one is not available, best practice is to mute yourself when not talking.  When people can’t hear you, they struggle to pay attention and this effort to adjust burns energy. Note: the sound is better when facilitator is not using AirPods.
    • Use dual monitors if possible. Dual-monitors if available help keep the shared session document on one screen, and your meeting screen on the other.
    • Do a fresh restart or shut down your computer the night before and have your computer charger handy. 
    • Do a quick test a few days prior to the meeting just to be sure you can log into the platform.
    • Close all browser tabs (other than the document or platform you’ll be working from for the session) so you’re not tempted to check email.  
  • Ready your workspace. 
    • Sit on a chair at a table or desk. Don’t sit or lie on a couch or bed. This is a business meeting. This is the challenge with working from home: it’s hard to transition into work mode. This will help. It will also help everyone’s energy level.
    • Lighting is vital. Make sure there are no lights behind you and have a light on your face (such as a desk lamp). People need to clearly see your face.
    • Have your camera eye level. This is vital. This will prevent people from leaning and slouching, and you will better keep the attention of your audience when speaking. Be in the center of the screen with your head an inch or two from the top of the screen. Obviously, don’t use audio-only or call in from your phone.
    • Stay in front of the screen. It’s important that no one goes off-screen. Frankly, most of the time this is an excuse to do something else (such as check your phone, pet your dog or have a sidebar).
    • No background noise. Make sure you’re in a quiet room with the door closed, no dogs barking, and no kids coming in (tell your family you are at the office).
    • Have snacks and lunch prepared and nearby for breaks.
  • Choose a platform (we prefer Zoom for ease of use) and stay with it. This helps the team member become familiar with it and feel more comfortable as the meetings continue in this manner.
  • Use a Shared Workspace for collaborative real-time writing. The meeting should be documented in an easy format you all have access to (e.g. GoogleDocs, Microsoft OneNote.)
    • The shared workspace is a shared, editable document that can be screen-shared during the video conference call.
    • If you are using Traction Tools or 90.io, that becomes your shared workspace, i.e. you would not need Google Docs.
    • Choose a team member act as “scribe” to capture To-Do’s and other real-time notes on the document.
      • The scribe should test that they are able to edit the shared workspace document and the video conferencing software the day before your meeting.
  • Hold a practice session with your team/client, so they can practice leading. Practice all scenarios (raising hand, chat, screen sharing).
  • Set your video conference on gallery mode. Most video conferencing platforms have this function. Make sure that you can see all of the faces participating in the meeting at a glance. The typical meeting has three to nine people. With nine people, it will look like The Brady Bunch (for those of us old enough to know what that means). 
  • All for One and One for All: one person remote, everyone remote.

During Session

  • Be fully engaged in the meeting. We’ll do this voluntarily, but we will assign accountability to one person (default to the Integrator) to keep everyone fully engaged with full attention.
  • No multitasking. We will be enforcing the “Meeting Rules” as if we were in person, but also these “Online Meeting Rules”.  Ask family to keep in other rooms, turn off TV’s, phones, smart watches please.
    • No looking at your phone. Have your phone silenced, turned over, and ideally out of your view — just like any other in-person meeting.
    • Ensure the Group emphatically understands the Context, the Problem or Opportunity of the topic we’re discussing immediately, within the 1st 60 seconds of introducing any topic. They call this the [first] “60 Second Rule”. Hit everyone hard or emotionally to snap everyone to attention
  • Regular breaks. I’ve been hosting 7 hour sessions. We break every hour for 5 minutes and 20 minutes for lunch. Encourage participants to move around.
  • No Observers. We are all participants, and we all share responsibility for the success of this meeting.
  • Nowhere to Hide. You will be given tasks and expected to be fully engaged, no matter whether this particular problem “appears to apply to you or not”
  • Minimum Viewable PowerPoints (MVP Rule). Let’s avoid mind-numbing slides or visuals, keep them to a minimum. If you feel “mind-numbed” then call it out – may be time for a break.
  • Make it fun! Share something personal about yourself and ask how the client /team is doing. Use this time to bring relationship and community to social distancing.
  • Use pen and paper. All should have pen and paper handy. Share notes by taking a photo and uploading to the shared document. Continue “3 quiet minutes” protocol.
  • Go verbal. You can’t see when people are finished writing, so you need to ask when people are finished.
  • Master Thumbs Up. Have people give a “thumbs up” when they are done or good with the conversation.
  • Call on people. Instead of “start with the brave one and go left” you need to call on who starts and facilitate the order of the conversation (recommend using the order of appearance on screen).
  • Unshare content (unshare screen) to allow people to see one another better during conversations.
  • Assign a person to keep all To-Do’s on a shared document that has all your session content.

Source: these tips came from multiple sources: Gino Wickman, Ken DeWitt, Mark O’Donnell, and personal experience.

Sagacious Partners adds DuBose to project management team

COLUMBIA, S.C. (July 1, 2019) – Columbia-based Sagacious Partners has added Margaret DuBose as a Project Manager, the Entrepreneurial Operating System® (EOS) implementation and project management firm recently announced. 

DuBose’s primary project management role will concentrate on several K12 education partnerships in the Midlands that fall under the umbrella of Sagacious Partners client, EngenuitySC, a local nonprofit whose mission is to make the Midlands the most competitive and prosperous it can be.

Margaret DuBose, Project Manager

“For this role, we sought a teammate who cared about the community, would be a hands-on doer and be able to seamlessly transition onto some of our largest projects,” said Meghan Hickman, Sagacious Partners Chief Operating Officer and partner. “Margaret jumped right in and is already making a huge impact for our clients and partners.”

DuBose joins Sagacious Partners with a background in managing volunteers, special events and educational programs. She came to Columbia in 2013 by way of a position with the AmeriCorps VISTA program, in which she coordinated local tutoring sites for the United Way of the Midlands Reading Consortium. Since then, she has held positions at St. Lawrence Place, where she managed volunteers and programs for youth in transitional housing, and EdVenture, where she worked primarily in development. Margaret is a magna cum laude graduate of Furman University.

“Margaret has brought a fresh perspective to some of our longest-running projects,” said Hickman. “Her diverse experience is maximized in role such as this where every project, every client and every day is different.” 

Founded in 2001, Sagacious Partners offers project management services and EOS® implementation throughout the state of South Carolina and the surrounding areas, including Charlotte. 

About Sagacious Partners

Sagacious Partners is dedicated to helping companies and communities grow through Entrepreneurial Operating System® (EOS) implementation and project management services. We provide the systems, strategies, tools and talent that lead to better jobs, better lives and better communities. Our primary service areas are South Carolina, Charlotte, NC and Augusta, GA. Learn more at www.sagaciouspartners.com. 

Now Hiring: GSD Team, Marketing & Admin Intern

Sagacious Partners is seeking someone to join our team and help further our mission of helping companies and communities grow. We need talented individuals ready to provide fresh perspectives and support a proven economic development and project management and executive coaching firm.

Intern Position Description

Our Columbia, SC office is seeking an intern for the 2019-20 school year. This is a paid internship and the working hours are between 15-20 hours a week during the fall and spring semesters. 

The person in the internship role is a crucial facet of the team, providing support to individuals at all levels within the organization. On a daily basis, this person will be contributing to client management efforts; daily management of social media accounts; scheduling meetings; working on projects for our largest client, EngenuitySC; office administration; miscellaneous errands and more.

What are our core values?

  1. Be a leader
  2. Get sh*t done
  3. Humbly confident and coachable
  4. Personally accountable and expect this of others
  5. Love what we do and how we do it
  6. Growth or gone

 

Job Functions and Responsibilities

Project Management/GSD Team
  • Create and manage active work plans

  • Executing project deliverables, to include travel around the Midlands region

  • Creation of project materials, both internal and external

  • Assist with creation of project plan, including establishing details and deadlines

  • Ensure project documents are completed and stored appropriately

Marketing / Social Media
  • Assisting with social media engagement by helping manage social channels

  • Drafting and editing copy for social channels

  • Monitoring social media web analytics on a weekly basis (page view, twitter followers, etc.) and reporting growth and other activities to the marketing director

  • Engaging with marketing team on a regular basis to brainstorm ideas for new and innovative marketing and social media campaigns

General and Admin Responsibilities
  • Scheduling meetings

  • Submitting hours and expenses

  • Office supply management

  • Client meeting support and logistics

  • Participating in weekly, strategic meetings with team

  • Answering phones and manning front desk of office

Job Requirements

  • Strong attention to detail and organizational skills

  • Strong written and oral communication skills

  • Reliable Transportation

  • Knowledge and experience with various social media platforms

  • Must be a matriculated student at a post-secondary institution

  • Ability to handle multiple tasks at once in a face-paced environment

  • Can demonstrate a history of strong academic performance

  • Curiosity and ability to learn new things quickly

Those interested should email their resume to Anton Dela Cruz. We look forward to hearing from you!

Sagacious Partners adds Dela Cruz to team

Anton Dela Cruz

COLUMBIA, S.C. (March 4, 2019) – Columbia-based Sagacious Partners has added Anton Dela Cruz as Strategic Assistant and Administrative Officer, the Entrepreneurial Operating System® (EOS) implementation and project management firm recently announced.

Dela Cruz serves a critical support role for the firm’s partners and the company as a whole. He supports sales efforts, oversees human resources, manages IT and asset management, and owns internal systems and processes for the company. Through his role with Sagacious Partners, Dela Cruz also serves as the Strategic Assistant and Administrative Director for client EngenuitySC, a local nonprofit with a mission to make the Midlands more economically competitive and prosperous.

“When we set out to find the person to fill this role, we knew we needed someone who would obsess over details, problem-solve with the best of them, and help our team function better than ever,” said Meghan Hickman, Sagacious Partners Chief Operating Officer and partner. “Anton is that teammate. He really makes the puzzle pieces fit together efficiently and effectively.”

A native New Yorker, Dela Cruz is a graduate of State University of New York Purchase College. He has been in Columbia since 2012 and comes to Sagacious Partners with experience in management and operations at Free Times and K2 Tech Group in the Midlands. His vast experience also includes research, an array of internships and awards, and writing creative nonfiction, earning him fellowships and residencies with Lambda Literary, Breadloaf Orion, VONA/Voices and others.

Dela Cruz says he enjoys combining his technical savvy and creativity to support his team and “get a business’s left brain talking to its right.”

“Anton has taken a creative approach to solving some of our biggest and most persistent challenges. He has already made a huge impact on our productivity. We feel it as his teammates, and I know it’s making a difference for our clients as well,” said Hickman.

Founded in 2001, Sagacious Partners offers project management services and EOS® implementation throughout the state of South Carolina and the surrounding areas, including Charlotte.

About Sagacious Partners

Based in Columbia, S.C., Sagacious Partners is dedicated to helping companies and communities grow through Entrepreneurial Operating System® (EOS) implementation and project management services. We provide the systems, strategies, tools and talent that lead to better jobs, better lives and better communities. Learn more at www.sagaciouspartners.com.

Now Hiring: Delivery Project Manager

Project Manager Job Description

Sagacious Partners seeks a dynamic professional to join our team and help further our purpose of building better jobs, better lives, and better communities by providing systems to help companies and communities grow. We need a talented individual ready to provide a fresh perspective to support a proven project management + Entrepreneurial Operating System® (EOS) implementation firm.

What’s so great about working at Sagacious Partners?

  • The unique nature of our work/organization means our team members’ abilities are utilized daily. If you don’t know what your unique ability is, you will discover it in this environment.
  • Company culture. We promote an open and honest atmosphere, encouraging input and new ideas from any level. Everyone has a voice and an opportunity to contribute.
  • You will have the opportunity to meet, connect, and work with top-level regional and state leaders in business, government, academia, and community and economic development.
  • Our work makes a difference. We see a direct impact on companies and our community through the work we do – it’s not just something we talk about; it’s something we achieve.
  • We are are a small (but mighty!) team and think of ourselves as family. We take care of our people as long as they are a good fit with our core values.

What are your core values?

  1. We are leaders
  2. We get sh*t done
  3. We are humble, confident, and coachable
  4. We are personally accountable and expect this of others
  5. We love what we do and how we do it
  6. We believe in growth – personally and professionally

Job Summary

The Project Manager will act as second point of contact to Senior Project Manager for multiple projects, clients and timelines – mainly serving our K-12 projects. They are responsible for building client relationships and executing assigned deliverables in an organized and effective manner.

Essential Job Functions:

  • Oversee day-to-day aspects of the project
  • Manage volunteers (on a project basis)
  • Monitor and summarize project progress
  • Communicate project updates to client
  • Assist with creation of project plan, including establishing goals and deadlines
  • Create and execute project work plans
  • Creation of project materials (both internal and external)
  • Meeting scheduling
  • Identify resources needed
  • Some meeting facilitation
  • Ensuring project documents are complete, current, and stored appropriately
  • Hours and expense tracking on weekly basis

We’re Looking for Someone Who…

  • Is able to take a task and run with it
  • Enjoys plowing through a full “to-do” list and keeping a full schedule
  • Obsesses over details
  • Writes well
  • Understands how to tailor communication by audience
  • Is patient and tough, not intimidated by client conflict
  • Is dogged – willing to do what it takes to close all “open files”
  • Enjoys following up and checking in
  • Enjoys interacting with school leaders and recruiting/mobilizing volunteers
  • Will reach out to strangers to start new partnerships
  • Is confident enough to manage relationships from the get-go, but willing to share ownership with other team members and with clients
  • Will lead (when asked) and be led
  • Isn’t a perfectionist or lazy

 

Required Qualifications:

  • Bachelor’s Degree
  • Experience working in a client-based environment
  • Excellent computer skills as well as familiarity with Google Apps
  • Comfort working in a dynamic, entrepreneurial environment
  • Openness to flexible work schedule + weekend availability
  • Strong communication skills
  • High level of personal accountability
  • Attention to detail and the ability to handle multiple tasks in a fast paced environment
  • Willingness to learn new technology
  • Intellectual curiosity
  • A sincere interest in making Columbia and the Midlands region better places to live, learn, work, play and visit

 

Desired Qualifications:

  • Experience with community-based nonprofits, programs and initiatives
  • Experience or familiarity with K-12 and/or STE(A)M education
  • Experience managing social media accounts

Compensation

Sagacious Partners will offer a competitive salary package for a full-time team member working an estimated 40 hours per week.

 

Other Information

  • As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement.
  • The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements.
  • Applicants for this position must currently reside in or be willing to relocate to the Columbia, SC area.

This sounds awesome. I’m ready to apply!

And we’re ready to hear from you! Please direct your resume and cover letter (in PDF or MS Word document format) to Anton Dela Cruz at adelacruz@sagaciouspartners.com

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