People, purpose and words. that’s all you need to remember.
Subconsciously meetings shore up the perception that we are running business effectively. Yet in reality the vast majority of meetings are poorly purposed and poorly presented, wasting time and money.
Make sure your next meeting or communication is effective by focusing on these three things:
Purpose
Why do you think you need a meeting? If you are only updating or giving a status report, with no input or decisions required – then perhaps an email will suffice. Give people their time back and save the company some money. Hone the purpose of a meeting by listing the critical actions or outcomes needed:
The purpose of this meeting is to:
___________________________________
___________________________________
___________________________________
People
Next, determine who needs to attend. This is just as important as your purpose.
Begin by asking yourself if you even need a meeting or would an email serve the purpose just as well.
Invite only those who will bring constructive input and/or decision making to the table. More people do not make for a better meeting. Having more people risks getting off topic or going down rabbit holes that don’t move you closer to achieving the meeting’s objectives.
Words
The right words come into focus much easier once you have funneled down your purpose and audience. Here are some overarching guidelines to follow:
- Less is more. I once worked for someone who allowed presentations to be only five slides in length – regardless of topic. I found that a bit extreme. But I do find rough blocking your presentation in just five slides a great way to being. It forces you focus on the most important points you want to convey to your audience.
- Phrases are OK. Some of us think we must use full sentences when developing slides or handouts. Why? It only dilutes the comprehension speed and impact of your message. Use strong points, short phrases. If your presentation feels too long, then it probably is. As you review a first draft, if the words aren’t directly supportive of the meeting’s objective, actions, and outcome – cut them out.
Graphics – good and evil. Listener (or reader) comprehension is increased by using graphics. Information is conveyed faster and is retained longer. (eLearning Industry).
Graphics are ideal to help simplify something complex or to emphasize important points. For example, you can graphically represent two key takeaway points from a large data table instead of showing the entire table. Or use two different sized square to compare the square footage needed for a manufacturing plant using a vertical processing structure vs. a horizontal processing layout.
Resist the temptation to create a graphic just for the sake of having a visual. Ask yourself: Does the graphic directly communicate or support a key point? If not, leave it out.
If you have detailed reference information, consider using a handout or online document instead. Only show key takeaway points in your presentation.
Think before you speak.
This is rule number one as you being to prepare a communication of any kind. Plan your speak and then speak your plan. Start by taking just two minutes to clarify the purpose of a meeting. You can do this on your drive to work, during your workout. . . whenever you have uninterrupted thought.
Refine your purpose by determining if your communication is Prospect, Project or News centric.
A “prospect” purpose means you will be in a discovery mode. You are presenting or communicating in an exchange of new information. Examples are interviewing a consultant, a creative or technical agency, or screening a potential business supplier.
A “project” purposed meeting is exactly what you think it is: a meeting dealing with specific time and outcome bound projects. For example development of a new formulation, a specific coding solution for integrating two business software systems, a building construction project or an internal project to increase health and wellbeing awareness among employees.
Lastly, if your communication has the purpose of providing “news”, your presentation will begin with situational or background information, followed by the “news”, and then next steps.
What to say. What to show.
Now for the words. Block your presentation in just three to five bullets and build from there. This the acid test to ensure your presentation or communication is laser focused with outcomes identified. It should consist of these three elements:
-
An overarching statement
-
Supportive information
-
Actions / Outcome
An example:
Do you see by this example the “block and build” benefit in planning your presentation? As you build out your presentation, whether supported by a slide deck or handouts, make sure what you want to say supports one of the three primary blocking points. If it doesn’t, it is most likely extraneous information that will not be valuable to your listeners.
I have found this “block and build” approach very useful in creating any meeting presentation. It keeps you focused and sidesteps adding irrelevant detail. This kind of focus saves prep time, shortens your meetings and communicates with greater clarity.
A successful wrap up.
Resist, at all cost, the temptation to close a meeting by saying, “I’ll write up the meeting notes with actions and send out to everyone.” Wrapping up this way sets no sense of urgency or expectations for progress. In fact, it may subliminally say to attendees, “That meeting was not important.”
Close out with this 3-step wrap up:
-
- Summary – List key decisions and actions
- Responsible – Who is responsible for follow-up actions
- When – When are interim actions due
###
