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!

Copyright (c) 2008 Drew Stevens PhD