Do you want to know how you can increase your influence and credibility in a meeting? Do you spend a lot of time in meetings, and want to maximize these occasions by bolstering your image and showing up as an influential and credible subject matter expert? At the same time, also needing to promote the efficacy of your work team?
Sheree Butterfield, Executive Coach with
Break Through Consulting says that many professionals struggle with these issues, and the answer is a matter of, “Intention and Preparation.” “Since we are frequently pressed for time, it makes sense to want to maximize it. Often we don’t take the steps to adequately prepare for even the most common interactions, such as a meeting, even when the stakes are high.”
Sheree has a number of suggestions that will allow you to convey a powerful presence in a meeting or other business exchange:
“Prepare with Purpose – When you initiate a meeting or event, or when you are invited to participate in one, begin by assessing the purpose for the interaction. What value are you adding? Would the time be better used as an opportunity to develop a team member? What is your desired outcome? Set aside some time in advance to clarify your intentions, what you hope to accomplish, and the key-points you need to address.”
I would like to emphasize one of the points Sheree makes here… If you are the person to initiate the meeting why not share with the invitees the purpose you had in mind, what their role is, and what you want to achieve by calling the meeting in the first place. Besides allowing you to determine if you really need to call that meeting, or could cover the material in some other form of communication, it will allow the attendees to better prepare for participation.
“What’s Best, Live or Virtual? – Evaluate the situation to determine if it’s worthwhile to attend the meeting live or virtually. You will need to assess if the payoff for showing up is worthy of the investment. How will your participation further your agenda or reputation for you and your team? For example, if you are kicking off an important project - be there - whether it’s required or not.”
Most of the time you won’t have the virtual attendance option, more typically you may defer to reading the minutes of the meeting or sharing someone else's notes on the points covered and actions taken. In any case, you should still evaluate the payoff for being there live.
“Build Your Presence – Once you have your intention and outcome clarified, build your “presence” for the interaction. Consider where and how you will add value. Determine how you will use your active listening skills to ensure clarity and understanding. Draft some compelling questions. Know what action you desire as a result of the meeting.”
As we go through Sheree’s suggestions I hope they will give you a whole new slant on meetings as they did for me, and perhaps what they mean to you. Although, you might think some of this is just intuitive and you have practiced it (more or less) without being conscience of making individual decisions. If you have that’s great, but tell me if a supervisor or other work mentor has ever sat you down to go through similar material? Not many of us have had that particular opportunity! Think of that as we continue…
“Focus on the Moment – While in the meeting, focus on the present. Be centered and in the moment and stay true to your intention. Use the meeting as an opportunity to further your learning and perhaps the development of others in attendance as well by asking probing questions.
“Close the Loop – It’s very important to take the time to debrief when the meeting has ended. Did you accomplish your goal? How did you show up? What would you do differently next time? What went well? Identify follow-up actions and determine a plan to accomplish them.”
Ordinarily, we only assign responsibility for how meetings go to the person(s) who called them. If you follow the logic of what Sheree has to say the ownership of the meeting is as much yours as an attendee, as it is the person who set the agenda. At some level that has to be an eye opening concept for everyone.
In closing, Sheree says, “These suggestions promote a closed-loop process that will enable you to increase your credibility and show up as a prepared and valuable individual. Start with a planning phase and set your expectations and intentions. Then deliver in a focused manner. After you’re done, assess the circumstances and determine what worked and whether or not your goals were met. Then close the loop by adjusting your intentions for the next meeting.
She maintains that, “This process will afford you the gift of time. You have to ‘show up’ anyway so why not make the most of it!”
Point well taken Sheree, but what she does not say is that using this process will distinguish you from 90% of your coworkers. Given the chance, just imagine who you would want to attend your meetings?