Organisation and coordination of meetings is difficult and can be daunting, difficulty decreases with time and experience. Why schedule a meeting. Sorting something out is a big motivator for calling a meeting. Why would someone need to sort something out. Its all about job satisfaction and we all want to do well and know we tried are hardest and we rely on others to make a lot of decisions in the workplace..
SO...What do you need to know: Who to invite the meeting - People with influence and who can produce something that will assist you. Who not to invite to the meeting - People who shoot from the hip and put up road blocks for the sake of it. How long the meeting should go for - Depends on what your agenda is, but don't be afraid to book out 30mins-60mins if its only going to take 10mins (people love meetings that are efficient and to the point).
What everyone needs to bring to the meeting: Any details for discussion, ideas and an open mind. How to get action - Create an action list, write up the minutes for the meeting and distribute with realistic due dates. Follow up the action list with an email first then a call if you have no luck. Don't discount the guilt that someone feels when you see them and they know that they promised you something i.e. a report by a certain date
Quite often the discussion in meetings will become heated and people will have different views. The parking lot is a great tool for these sorts of issues. Always remain neutral and calm. Agenda: Context - Reasons for having a meeting, and the issues you have. Stakeholders - Ensure the correct people are involved and feel empowered. Your position - Discuss your ideas for the path forward. Action items - Keeping track of what is required and by when and whom and the context. Close out - Let everyone know that you appreciate their time.
When presenting to management its always a daunting task and you need to understand what it is that they find useful to see and hear. Congratulations that you have the opportunity to present to management, its not something that everyone gets a chance to do. What does management want. To understand the work in progress and ensure its in line with their vision for the future. They also want to reward good performance and it is a credit to you that you are an 'adviser' to the management team. What do you want from management. This is obviously different for each individual but in general we want recognition, money or power. This is a harsh way of framing it however when we break down motivation it is quite simple.
Trust and respect are key elements of what you want at the end of any presentation or interaction. With trust you can continue on as you were and make decisions with the backing of your peers and managers without feeling like you continually need to justify your position. Respect is more around the recognition for your work and respect leads to further job opportunities and additional workload. With trust and respect you can change an organisation.
Presenting to management advice
Start with the context, move to the key learning and goals, finish on the benefits to the business and success.
This is the standard model for leaving lasting positive impressions, don't finish you presentation on a negative
Go through the negative details early on so that you can discuss how they arose and what you did to rectify them , always prepare for the hard questions. Preparation can be done in a number of ways, brainstorming for causes and effects is a great way to show all the possibilities.
Graphical representations and dot points are great as they are easy to focus on and understand.
In finishing, keep it simple (KISS principle)
We all want to do a good job. Relationships at work are pivotal, show your worth!
SO...What do you need to know: Who to invite the meeting - People with influence and who can produce something that will assist you. Who not to invite to the meeting - People who shoot from the hip and put up road blocks for the sake of it. How long the meeting should go for - Depends on what your agenda is, but don't be afraid to book out 30mins-60mins if its only going to take 10mins (people love meetings that are efficient and to the point).
What everyone needs to bring to the meeting: Any details for discussion, ideas and an open mind. How to get action - Create an action list, write up the minutes for the meeting and distribute with realistic due dates. Follow up the action list with an email first then a call if you have no luck. Don't discount the guilt that someone feels when you see them and they know that they promised you something i.e. a report by a certain date
Quite often the discussion in meetings will become heated and people will have different views. The parking lot is a great tool for these sorts of issues. Always remain neutral and calm. Agenda: Context - Reasons for having a meeting, and the issues you have. Stakeholders - Ensure the correct people are involved and feel empowered. Your position - Discuss your ideas for the path forward. Action items - Keeping track of what is required and by when and whom and the context. Close out - Let everyone know that you appreciate their time.
When presenting to management its always a daunting task and you need to understand what it is that they find useful to see and hear. Congratulations that you have the opportunity to present to management, its not something that everyone gets a chance to do. What does management want. To understand the work in progress and ensure its in line with their vision for the future. They also want to reward good performance and it is a credit to you that you are an 'adviser' to the management team. What do you want from management. This is obviously different for each individual but in general we want recognition, money or power. This is a harsh way of framing it however when we break down motivation it is quite simple.
Trust and respect are key elements of what you want at the end of any presentation or interaction. With trust you can continue on as you were and make decisions with the backing of your peers and managers without feeling like you continually need to justify your position. Respect is more around the recognition for your work and respect leads to further job opportunities and additional workload. With trust and respect you can change an organisation.
Presenting to management advice
Start with the context, move to the key learning and goals, finish on the benefits to the business and success.
This is the standard model for leaving lasting positive impressions, don't finish you presentation on a negative
Go through the negative details early on so that you can discuss how they arose and what you did to rectify them , always prepare for the hard questions. Preparation can be done in a number of ways, brainstorming for causes and effects is a great way to show all the possibilities.
Graphical representations and dot points are great as they are easy to focus on and understand.
In finishing, keep it simple (KISS principle)
We all want to do a good job. Relationships at work are pivotal, show your worth!
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