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TED@State Street Boston

David Grady: How to save the world (or at least yourself) from bad meetings

David Grady: Jinsi ya kuokoa dunia(au wewe mwenyewe) kutokana mikutano mibaya.

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Views 2,140,492

Tatizo la mikutano mibaya, isiyo fanisi na iliyo na watu wengi --- inayopelekea wafanyakazi kufanya kazi vibaya. David ana wazo ni jinsi gani ya kuliondoa tatizo hili.

- Information security manager
David Grady is on a crusade to help you take back your calendar. Full bio

Picture this:
Pata picha hii:
00:13
It's Monday morning,
Ni Jumatatu asubuhi,
00:14
you're at the office,
upo ofisini,
00:15
you're settling in for the day at work,
unakaa sawa kwa ajili ya kuanza siku ya kazi,
00:16
and this guy that you sort of
recognize from down the hall,
na mtu uliyekutana nae wakati upo jengo la chini,
00:18
walks right into your cubicle
anaingia kwenye kijiofisi chako
00:21
and he steals your chair.
na kuiba kiti chako.
00:23
Doesn't say a word —
Hasemi neno lolote ---
00:24
just rolls away with it.
anaondoka nacho tu.
00:25
Doesn't give you any information
about why he took your chair
Hakupi sababu yoyote ni kwa nini amechukua kiti chako
00:27
out of all the other chairs
that are out there.
na kuacha viti vyote vilivyopo katika jengo hilo
00:29
Doesn't acknowledge the fact
that you might need your chair
Hatambui kwamba utahitaji kiti chako
00:31
to get some work done today.
ili kukamilisha kazi siku ya leo.
00:34
You wouldn't stand for
it. You'd make a stink.
Hutapigania
00:35
You'd follow that guy
back to his cubicle
Utamfata yule mtu katika kijiofisi chake
00:37
and you'd say, "Why my chair?"
na kusema "Kwanini uchukue kiti changu?"
00:39
Okay, so now it's Tuesday morning
and you're at the office,
Ni jumanne asubuhi na upo ofisini,
00:43
and a meeting invitation pops
up in your calendar.
na mualiko wa kikao unajitokeza katika kalenda yako.
00:47
(Laughter)
(Vicheko)
00:50
And it's from this woman who you
kind of know from down the hall,
Na ni kutoka kwa mwanamama unayemfahamu kiasi kutoka jengo la chini,
00:51
and the subject line references some
project that you heard a little bit about.
na kichwa cha habari kinaongelea miradi ambayo ulishawahi kuisikia kwa ufupi tu.
00:54
But there's no agenda.
Lakini hakuna ajenda.
00:58
There's no information about why
you were invited to the meeting.
Hakuna taarifa ni kwanini umealikwa katika mkutano huo.
01:00
And yet you accept the
meeting invitation, and you go.
Na bado unakubali kuhudhuria mkutano huo, na unaenda.
01:03
And when this highly
unproductive session is over,
Na baada ya mkutano huu usio na maana kuisha,
01:07
you go back to your desk,
unarudi katika kijiofisi chako,
01:10
and you stand at your
desk and you say,
na usimama na kusema,
01:12
"Boy, I wish I had those two hours back,
"Natamani ningerudishiwa masaa mawili niliyopoteza,
01:14
like I wish I had my chair back."
kama ninavyotamani kurudishiwa kiti changu"
01:16
(Laughter)
(Vicheko)
01:18
Every day, we allow our coworkers,
Kila siku, tunawaruhusu wafanyakazi wenzetu,
01:20
who are otherwise very,
very nice people,
ambao, ni watu wazuri sana,
01:22
to steal from us.
kutuibia.
01:24
And I'm talking about something far
more valuable than office furniture.
Na ninaongelea vitu muhimu sana zaidi ya hata samani za ofisini.
01:26
I'm talking about time. Your time.
Naongelea kuhusu muda. Muda wako.
01:30
In fact, I believe that
Kiukweli, Naamini ya kwamba
01:33
we are in the middle
of a global epidemic
tupo katikati ya janga la kiulimwengu
01:36
of a terrible new illness
known as MAS:
la ugonjwa mpya ambao ni hatari sana unaofahamika kama MAS:
01:38
Mindless Accept Syndrome.
Mindless Accept Syndrome( Ugonjwa wa kukubali jambo bila kuhoji linahusu nini).
01:43
(Laughter)
(Vicheko)
01:46
The primary symptom of
Mindless Accept Syndrome
Dalili za msingi za MAS
01:48
is just accepting a meeting invitation
the minute it pops up in your calendar.
ni kukubali mualiko wa kikao pale tu unaoonekana katika kalenda yako.
01:50
(Laughter)
(Vicheko)
01:54
It's an involuntary reflex — ding,
click, bing — it's in your calendar,
Ni jambo lisilo la hiari, baada ya hapo....
01:55
"Gotta go, I'm already late
for a meeting." (Laughter)
"Inabidi niondoke, nachelewa kwenye kikao"(Vicheko)
01:59
Meetings are important, right?
Vikao ni muhimu, sawa?
02:02
And collaboration is key to
the success of any enterprise.
Na umoja ni funguo ya mafanikio katika kampuni yoyote.
02:05
And a well-run meeting can yield
really positive, actionable results.
Na kikao kinachoendeshwa vizuri kitaleta mafanikio chanya.
02:08
But between globalization
Lakini katika utandawazi
02:11
and pervasive information technology,
na upana wa teknolojia ya mawasiliano,
02:13
the way that we work
vile tunavyofanya kazi
02:15
has really changed dramatically
over the last few years.
kumebadilika kwa kiasi kikubwa sana katika miaka michache iliyopita.
02:17
And we're miserable. (Laughter)
Na tumekuwa wa ovyo. (Vicheko)
02:20
And we're miserable not because the
other guy can't run a good meeting,
Na tumekuwa wa ovyo si kwa sababu watu wengine hawawezi kuongoza kikao vizuri,
02:23
it's because of MAS, our
Mindless Accept Syndrome,
ni kwa sababu ya MAS,
02:27
which is a self-inflicted wound.
ambalo ni gonjwa tulilonalo.
02:30
Actually, I have evidence to prove
that MAS is a global epidemic.
Nina ushahidi kwa kuonesha MAS ni janga la ulimwengu.
02:33
Let me tell you why.
Ngoja nikwambie ni kwanini.
02:39
A couple of years ago, I put a video
on Youtube, and in the video,
Miaka michache iliyopita, niliweka video Youtube, na video hiyo,
02:40
I acted out every terrible
conference call you've ever been on.
Nilionyesha aina zote za mikutano ya ovyo uliyowahi hudhuria.
02:45
It goes on for about five minutes,
Ni ya muda wa dakika tano,
02:48
and it has all the things that we
hate about really bad meetings.
na ina kila kitu tusichopenda kuhusu mikutano mibaya.
02:49
There's the moderator who has
no idea how to run the meeting.
Kuna muongoza kikao asiye na wazo ni jinsi gani ya kuongoza kikao.
02:53
There are the participants who
have no idea why they're there.
Kuna washiriki wasio wa wazo kwanini wapo katika mkutano huo.
02:56
The whole thing kind of collapses
into this collaborative train wreck.
Kila kitu kinaenda ovyo.
02:58
And everybody leaves very angry.
Na kila mtu anaondoka na hasira.
03:02
It's kind of funny.
Inafurahisha.
03:05
(Laughter)
(Vicheko)
03:06
Let's take a quick look.
Tuangalie kwa harakaharaka.
03:08
(Video) Our goal today is to come to an
agreement on a very important proposal.
(Video) Lengo letu leo ni kukubaliana katika pendekezo muhimu sana.
03:10
As a group, we need to decide if —
Kama kundi, tunatakiwa kuamua kama---
03:14
bloop bloop —
mlio
03:16
Hi, who just joined?
Habari, nani kajiunga?
03:19
Hi, it's Joe. I'm working from home today.
Habari, ni mimi Joe. Leo nafanya kazi kutoka nyumbani.
03:22
(Laughter)
(Vicheko)
03:25
Hi, Joe. Thanks for
joining us today, great.
Karibu Joe, asante kwa kujiunga nasi leo, ni vizuri.
03:27
I was just saying, we have a lot of people
on the call we'd like to get through,
Nilikuwa nasema, tuna watu wengi tunaohitaji kuwa nao hapa,
03:30
so let's skip the roll call
tuendelee
03:33
and I'm gonna dive right in.
na nitaanza kama ifuatavyo.
03:35
Our goal today is to come to an
agreement on a very important proposal.
Lengo letu leo ni kukubaliana katika pendekezo muhimu sana.
03:37
As a group, we need to decide if —
Kama kundi, tunatakiwa kuamua kama---
03:41
bloop bloop —
mlio
03:44
(Laughter)
(Vicheko)
03:45
Hi, who just joined?
Habari, nani kajiunga nasi?
03:47
No? I thought I heard a beep. (Laughter)
Hapana? nilidhani nimesikia mlio. (Vicheko)
03:49
Sound familiar?
Si jambo geni?
03:53
Yeah, it sounds familiar
to me, too.
si jambo geni kwangu pia.
03:55
A couple of weeks after I put that online,
Wiki zilizopita baada ya kuiweka katika mtandao,
03:57
500,000 people in dozens of countries,
watu 500,000 kutoka nchi mbalimbali,
03:59
I mean dozens of countries,
Namaanisha nchi nyingi mbalimbali
04:02
watched this video.
waliangalia video hii.
04:04
And three years later, it's still getting
thousands of views every month.
Na miaka mitatu baadaye, bado inaendelea kuangalia karibuni mara elfu moja katika kila mwezi.
04:05
It's close to about a million right now.
Inakaribia kufika milioni sasa hivi.
04:08
And in fact, some of the biggest
companies in the world,
Na kiukweli, baadhi ya makampuni makubwa duniani,
04:10
companies that you've
heard of but I won't name,
ambayo huwa unayasikia ila sitayataja,
04:12
have asked for my permission to use
this video in their new-hire training
wameomba ruhusa yangu ili kutumia video hii katika mafunzo ya kuajiri wafanyakazi wapya
04:14
to teach their new employees how
not to run a meeting at their company.
kuwafundisha waajiriwa wapya jinsi ya kutofanya mikutano katika kampuni zao.
04:18
And if the numbers —
Na kama namba---
04:22
there are a million views and it's
being used by all these companies —
watu wameangalia mara milioni na inatumika na makampuni yote haya
04:24
aren't enough proof that we have
a global problem with meetings,
hicho sio kigezo tosha cha kuonyesha tuna tatizo la kiulimwengu katika kundesha mikutano,
04:26
there are the many, many thousands
kuna maoni mengi sana, maelfu
04:30
of comments posted online
yaliyotolewa katika mtandao.
04:31
after the video went up.
baada ya video kuonekana.
04:33
Thousands of people wrote things like,
Maelfu ya watu waliandika vitu kama,
04:35
"OMG, that was my day today!"
"Mungu wangu, hivyo ndivyo siku yangu ilivyokuwa leo"
04:37
"That was my day every day!"
"Hivyo ndivyo maisha yangu ya kazini yanavyokuwa kila siku"
04:39
"This is my life."
"Haya ni maisha yangu"
04:41
One guy wrote,
Bwana mmoja aliandika,
04:42
"It's funny because it's true.
"Inafurahisha kwa sababu ni kweli.
04:43
Eerily, sadly, depressingly true.
Ukweli wa kuhuzunisha na kuumiza.
04:45
It made me laugh until I cried.
Imenifanya nicheke mpaka nikaanza kulia.
04:46
And cried. And I cried some more."
Nikalia na kulia na kulia zaidi."
04:48
(Laughter)
(Vicheko)
04:51
This poor guy said,
Bwana huyu alisema,
04:53
"My daily life until
retirement or death, sigh."
"Maisha yangu mpaka siku nastaafu au umauti utaponikuta"
04:54
These are real quotes
Kuna misemo mingi
04:59
and it's real sad.
na inahuzunisha sana.
05:01
A common theme running through
all of these comments online
Ujumbe mmoja ambao unapatikana katika maoni yote haya
05:02
is this fundamental belief
that we are powerless
ni imani kwamba hatuna nguvu
05:05
to do anything other
than go to meetings
ya kufanya kitu chochote kingine zaidi ya kwenda kwenye vikao
05:08
and suffer through these
poorly run meetings
na kukumbana na haya mambo yanayotokea katika vikao vinavyoongozwa ovyo
05:10
and live to meet another day.
na kesho tena kukutana katika mikutano hiyohiyo.
05:12
But the truth is, we're
not powerless at all.
Lakini ukweli ni huu, si kwamba hatuna nguvu kabisa.
05:14
In fact, the cure for MAS
is right here in our hands.
Kiukweli, tiba ya MAS ipo katika mikono yetu.
05:17
It's right at our fingertips, literally.
Katika vidole vyetu, kiuhalisia.
05:20
It's something that I call ¡No MAS!
Ni kitu ninachoita No MAS
05:22
(Laughter)
(Vicheko)
05:26
Which, if I remember my
high school Spanish,
Ambapo ninakumbuka kihispania changu wakati nipo sekondari,
05:28
means something like,
"Enough already, make it stop!"
ilimaanisha, "Imetosha, zuia kuendelea"
05:30
Here's how No MAS
works. It's very simple.
Na hivi ndivyo No MAS inavyofanya kazi. Ni rahisi sana.
05:33
First of all, the next time you
get a meeting invitation
Kabla ya yote, mara nyingine utapoalikwa katika mkutano
05:36
that doesn't have a lot
of information in it at all,
ambao hauna maelezo yoyote ya kutosha,
05:39
click the tentative button!
bonyezo kitufe cha kupata maelezo ya kikao hicho!
05:42
It's okay, you're allowed,
that's why it's there.
Ni sawa, unaruhusiwa na ndo maana kimewekwa pale.
05:44
It's right next to the accept button.
Ni baada ya kitufe cha kukubali kujiunga na kikao.
05:46
Or the maybe button, or whatever button
is there for you not to accept immediately.
Kipo pale kukufanya wewe usikubali moja kwa moja.
05:48
Then, get in touch with the person
who asked you to the meeting.
Halafu, wasiliana na mtu aliyekualika katika kikao hicho.
05:51
Tell them you're very excited
to support their work,
Waambie umefurahishwa sana kusaidia kazi yao
05:55
ask them what the goal
of the meeting is,
waulize ni lipi lengo hasa la kikao
05:58
and tell them you're interested in learning
how you can help them achieve their goal.
na uwaambie unahitaji kujifunza ni vipi unaweza kusaidia katika wao kufikia malengo yao.
06:00
And if we do this often enough,
Na kama tutafanya hivi mara kwa mara,
06:03
and we do it respectfully,
na kufanya kwa heshima,
06:05
people might start to be
a little bit more thoughtful
watu wataanza kufikiria zaidi kidogo
06:07
about the way they put together
meeting invitations.
ni jinsi gani ya kuandaa mikutano kwa ufanisi zaidi.
06:09
And you can make more thoughtful
decisions about accepting it.
Na itakufanya kufikiria zaidi unapotaka kukubali.
06:11
People might actually start
sending out agendas. Imagine!
Watu wataanza kutuma ajenda. Fikiria!
06:14
Or they might not have a conference call
with 12 people to talk about a status
Au hawatokuwa na kikao kwa njia ya simu cha watu 12 wakiongelea kuhusu jambo
06:17
when they could just do a quick
email and get it done with.
wakati wanaweza kutumiana barua pepe na kumaliza ajenda kirahisi.
06:21
People just might start to change their
behavior because you changed yours.
Watu wataanza kubadili tabia zao kwa sababu umebadili ya kwako.
06:24
And they just might bring
your chair back, too. (Laughter)
Na watarudisha kiti chako pia. (vicheko)
06:29
No MAS!
hakuna MAS!
06:33
Thank you.
Asante.
06:34
(Applause).
(Makofi).
06:35
Translated by Nelson Simfukwe
Reviewed by Joachim Mangilima

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About the speaker:

David Grady - Information security manager
David Grady is on a crusade to help you take back your calendar.

Why you should listen

David Grady is an information security manager who believes that strong communication skills are
a necessity in today’s global economy. He has been a print journalist, a “PR guy” and a website producer, and has ghostwritten speeches and magazine articles for Fortune 500 company executives. A mid-life career change brought him into the world of information risk management, where every day he uses his communications experience to transform complex problems into understandable challenges.

More profile about the speaker
David Grady | Speaker | TED.com