One of the most daunting experiences for business
professionals is facilitating a business meeting. Many
would rather fake death rather than give a presentation. In
recent conversations with clients I took note that meetings
increased by over 40%. To that end, there is a compelling
need to discover your strengths so that you structure,
operate and facilitate a productive meeting.
Before you coordinate any meeting it is vital to ask three
questions:
1) why is the meeting necessary
2) who will attend
3) what is the intended outcome?
Meetings today are run too haphazardly and without purpose.
Productive meetings most have aim. Think of your meeting as
the tip of an arrow, the more the focus, the more effective.
Meetings revolve around four success factors. These
foundational techniques will assist to frame your message
for clarity. Ensure your message is pithy and can evoke the
required audience interaction and action.
Audience Analysis
Audience demographics are helpful in building reciprocal
programs. First, your success is contingent upon providing
an articulate message. Your audience must not only
understand but internalize content. It is vital to hone in
on behavior, communication style and listening habits so
that words delivered are word received.
Second, it is your job as facilitator to know whom you are
speaking. Ensure that your messages are delivered to the
proper person.
Create the Message
Agenda. Create a pithy articulate message with the use of
an agenda. Always use an agenda. Ensure success with a
listing of no more than three to four topics per meeting.
How many meetings have you attended where 10 plus items
were listed? The best meetings are short and time bound.
PowerPoint. Refrain from the senseless overuse of
PowerPoint. Use slides only when required. Too many
facilitators use this tool as a crutch, my advice lose it
and be free! Have a conversation not a rehearsed lecture.
Create an outline. A rule exists that states tell them what
you will tell them, tell them, and tell them what you told
them. This simple three-step method ensures focus for your
agenda and does not allow you to stray. Within each point
you might include statistics, charts, testimonials and
other useful data for backup. One you conclude each point
offer a short summary as you transition to your next point.
Tools. A number of people that attend meetings are visual
and typically need to "see" information. When appropriate
offer handouts and overhead visuals to keep them engaged.
Summary. When you complete your presentation ensure success
with a summary. Take your entire presentation and divide
into learning points or objectives. Participants tend to
recall three items rather than a long list.
Create the Action
Numerous meetings end without proper action steps. Ensure
success by holding people accountable for activities. This
includes post meeting too.
Follow Up
It is appalling how many meetings run without proper
follow-up. While actionable items are required, people
frequently forget about required tasks, it is imperative
that project reports and milestones are established to
complete tasks related to the meeting.
Simple Rules and Techniques
There is a rule for presentations known as "3S". This
acronym is best known for the following: Simple,
Sequential, Specific. Similar to the KISS method, the 3S
rule ensures productivity by relating simple information in
a sequential format for participants. Even if the
presentation requires intense content, it is best to
separate data categorically or by topic. Participants
loathe large amounts of data and placing it into smaller
bites enables better recall.
Lessons learned from 27 years on the platform
Match your presentation to your audience. Know in advance
who will be in attendance.
Encourage interaction. Adults desire to be part of the
session, most learning theory supports this.
Eliminate the podium. Have a conversation not a lecture.
Provide examples from the real world. People will trust you
if you make the information relevant.
When possible, provide breaks throughout the session.
Lengthy sessions require breaks every 75 to 90 minutes.
Keep the session moving. This requires a good agenda, time
limits and if necessary a time keeper.
Additional Do's and Don't's
Do's
• Arrive early
• Test equipment
• Get beverages
• Know Culture,Gender,Generation
Don'ts
• Arrive on time
• Not prepare your presentation
• Use visual aids as a crutch
• Use jokes
• Use platform for own gain
Presentations are not as difficult as they seem. They do
require a structured framework to ensure success and
productivity. If you consider a presentation as no more
than a structured conversation then fear is eliminated.
Further, if you engage your participants while also
providing accountables there is more inclination for a
successful meeting. Place some of these ideas into your
next meeting and immediately notice the change you want to
see!
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Drew Stevens PhD assists organizations to dramatically
accelerate business growth. He is the author of seven books
including Split Second Selling and Split Second Customer
Service and Little Book of Hope. Dr. Drew is a thought
leader on sales and customer service issues. He can be
reached at http://www.gettingtothefinishline.com
Obtain a FREE White Paper on Sales Effectivenes - !0 Rules
for Selling Success. Email Drew at
info@gettingtothefinishline.com
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