It is tricky to run a meeting without experience, and it will change throughout your career. Why do you need to call a meeting. In order to resolve a problem or issue. Why do you need to sort something out. To gain insight into the thoughts of others and allow them to help you progress.
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).
Ensure everyone bring pre-work materials to the meeting and create an action list at the end of the meeting for future meetings. Follow up the action list with an email first then phone call. Keeping on top of everything that is going on can be difficult but people certainly require reminders at times.
Follow the agenda and create some visual aids or handouts where required. It is always important and required to discuss the agenda and stakeholders and how they fit together - essentially why you are taking these peoples time and what you want from them. Your position -Discuss your ideas for solution, and listen to the feedback from others. Action items - Capture all concerns and risks and rank them if possible, its handy to know what the major roadblocks and risks are for any project.
Management presentations can be nerve racking and preparation is the key to minimising the risk of embarrassment, failure or more work. With a positive spin, it is all about selling your great work and gaining support from those who can allow additional resources or steer the project towards where it needs to go. What does management generally want. To reward those doing a good job, remove risk from the project, allow changes ;to priorities and report on the successes up the management chain. What do you want from management. In general the project needs to be finished and you want support to continue on as you have done, in fact you are there in the first place on most occasions because you have done a good job and management want to share your success.
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.
Presentation tips and tricks
Start with the context, move to the key learning and goals, finish on the benefits to the business and success.
Always finish with a positive and keep the important details as items to focus on in conclusion.
If there are touchy elements to the presentation , get them over with early, and allow room for discussion if the audience is engaged, but be prepared for the questions that will come. A good way to do this is read your presentation , think really negatively and brainstorm all the hard questions you could ask yourself. Nobody should be a harsher critic than you personally.
Pictures, management love pictures, the reason pictures or graphs are so great for presentations is that they provide a simple message and provide context.
Keep presentation of complex ideas to a minimum and keep it simple for a lasting effect.
REMEMBER - The managers are people too, they get nervous and they have to do what you are doing to their boss. Show them how its done!
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).
Ensure everyone bring pre-work materials to the meeting and create an action list at the end of the meeting for future meetings. Follow up the action list with an email first then phone call. Keeping on top of everything that is going on can be difficult but people certainly require reminders at times.
Follow the agenda and create some visual aids or handouts where required. It is always important and required to discuss the agenda and stakeholders and how they fit together - essentially why you are taking these peoples time and what you want from them. Your position -Discuss your ideas for solution, and listen to the feedback from others. Action items - Capture all concerns and risks and rank them if possible, its handy to know what the major roadblocks and risks are for any project.
Management presentations can be nerve racking and preparation is the key to minimising the risk of embarrassment, failure or more work. With a positive spin, it is all about selling your great work and gaining support from those who can allow additional resources or steer the project towards where it needs to go. What does management generally want. To reward those doing a good job, remove risk from the project, allow changes ;to priorities and report on the successes up the management chain. What do you want from management. In general the project needs to be finished and you want support to continue on as you have done, in fact you are there in the first place on most occasions because you have done a good job and management want to share your success.
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.
Presentation tips and tricks
Start with the context, move to the key learning and goals, finish on the benefits to the business and success.
Always finish with a positive and keep the important details as items to focus on in conclusion.
If there are touchy elements to the presentation , get them over with early, and allow room for discussion if the audience is engaged, but be prepared for the questions that will come. A good way to do this is read your presentation , think really negatively and brainstorm all the hard questions you could ask yourself. Nobody should be a harsher critic than you personally.
Pictures, management love pictures, the reason pictures or graphs are so great for presentations is that they provide a simple message and provide context.
Keep presentation of complex ideas to a minimum and keep it simple for a lasting effect.
REMEMBER - The managers are people too, they get nervous and they have to do what you are doing to their boss. Show them how its done!
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