Communication Tips

Start meetings and presentations with focus

by Mike Alafaci

We have all left meetings or presentations wondering why we even went along or wishing they had been more productive. One reason for this is the way they were started. The way a meeting or presentation begins can have a huge affect on your credibility and how engaging and productive a meeting is.

There are a number of reasons we skip past the start. Sometimes we don’t want to appear too directive, sometimes we don’t want to appear too formal, and other times we just want to get on with the task at hand. Unfortunately this can set us up for lowered credibility and productivity. 

Starting professionally doesn’t mean being bossy, formal or long-winded, and it can save a lot of time later. Most importantly it can get great results from the session. Being professional doesn’t mean we can’t be ourselves. Being both will put everyone at ease. And putting people at ease is the social side of things that must be addressed each time.

When a group of people initially come together there is a natural desire to understand and predict what will happen next. Being able to do this enables us to relax and focus on the task at hand. An example of this is when we go to a restaurant. We know the sequence and what to expect: we wait to be seated, we are given a menu, we order, receive and eat our meals and then pay. This predictable pattern allows us to focus on enjoying the meal. The opposite is turning up at a meeting, wondering what you’ll be asked to do or how you’ll be evaluated. Meetings can achieve a level of comfort and readiness to participate by having a professional start.

Here are 3 steps to plan the start your next meeting or presentation:

1. The Purpose of the session
2. The Goals & outcomes
3. The Agenda items to be covered

Purpose sounds like this: “The reason for the meeting is to discuss the go-to-market strategy for our new notebook products.”

Goals sound like this: “You should leave with an understanding of how the new plan affects you, the changes you need to make, and how your sales people can use the plan.” These apply to everyone in the room and are of general value.

Agenda items sound like this: “The three things we’ll cover are: The target market, the differences between the old and new plan, and the initial communication strategy your customers will receive.”

When you run it all together it forms a natural conversation that informs and guides participants toward achieving something:

The reason for the meeting is to discuss the go-to-market strategy for our new notebook products. You should leave with an understanding of how the new plan affects you, the changes you need to make, and how your sales people can use the plan. The three things we’ll cover are: The target market, the differences between the old and new plan, and the initial communication strategy your customers will receive.

Next, invite participation by asking if anyone would like to add a goal or an agenda item. Consider including those things and go ahead with your meeting or presentation.

Advanced Tip:

To boost interest and commitment using this process, try increasing your relevance. Once you have gone over your general goals that apply to everyone in the room, extend a few more goals that are personalised to individuals or groups represented in the room. For example you might relate a goal not only to the marketing team but to one of their biggest challenges right now. You may need to make some assumptions here, or do your homework, but it is worth increasing your relevance.

With regular conscious practice your confidence, credibility and everyone’s productivity stand to increase. You’ll have more fun too.