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).
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
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.
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 of your peers and managers, this means we will needs to highlight areas for improvement and where we had difficulty. This puts a positive spin on something that isn't ideal, but think about if you don't talk about the negatives???? Do you want to sell all the positives then be asked the hard questions at the end?? Respect, respect is something that is hard to earn and easy to lose. It is all about integrity and proven capability. You know you are capable, the hard part is showing them. that's where the presentation comes in handy, show them your capability and talk about how you have influenced the outcome.
Tips and tricks for presentations
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
The flow of the presentation should include the challenges early on and then focus on the positive fixes and conclusions. If you focus on the negative then so will the audience and this will leave a negative impression.
Graphical representations and dot points are great as they are easy to focus on and understand.
END GOAL - Leave the managers with 3 main clear points, no more than this or its confusing. No more that 5 dot points on each slide.
Remember we are all human and we all make mistakes and we all have our strengths, show them yours.
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
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.
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 of your peers and managers, this means we will needs to highlight areas for improvement and where we had difficulty. This puts a positive spin on something that isn't ideal, but think about if you don't talk about the negatives???? Do you want to sell all the positives then be asked the hard questions at the end?? Respect, respect is something that is hard to earn and easy to lose. It is all about integrity and proven capability. You know you are capable, the hard part is showing them. that's where the presentation comes in handy, show them your capability and talk about how you have influenced the outcome.
Tips and tricks for presentations
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
The flow of the presentation should include the challenges early on and then focus on the positive fixes and conclusions. If you focus on the negative then so will the audience and this will leave a negative impression.
Graphical representations and dot points are great as they are easy to focus on and understand.
END GOAL - Leave the managers with 3 main clear points, no more than this or its confusing. No more that 5 dot points on each slide.
Remember we are all human and we all make mistakes and we all have our strengths, show them yours.
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