Meeting Prep (or Lack Thereof!)

It amazes me how much the lack of preparation can affect a company.

Executives and employees of all levels generally live their daily business lives underprepared...or not prepared at all! Many arrive to meetings without critical information much less a thoughtful plan of what to say. Business, especially small business, would do well to take a page or two out of a marketing/advertising agency or political candidate playbook. Those folks, at least when dealing with the external world, have a measured plan for every meeting, presentation, e-mail, conference call or speech.

Why? Because Clients and constituants will kick their butts if a wrong move is made.


Six Quick Preparation Tips:

1. Make sure to have a brief of your critical information with you at all times. This would include a handful of top documents, stats and metrics you are accountable for on a day-to-day basis. Nothing stalls progress faster than the proverbial "I don't have that in front of me".
2. Most people have gotten the hang of scheduling their day and what meetings they need to attend. But know your audience. You won't deliver the same information the same way to each. Nor will you be asked the same questions.
3. Take 10 minutes (more if you can) to prep for each meeting. Have any documents lined up and an outline of what you want to cover. Don't just wait for the meeting chairperson's agenda
4. If you do receive an advanced agenda from the meeting Chairperson - read it, use it...please...thank you. Likewise, if you are the Chairperson...prepare and send an advanced agenda...please...thank you.
5. Prepare answers to anticipated questions before they are asked. You know what 90% of the questions are likely to be so have an answer prepared. On paper = best. In head = OK. Not at all = hot seat.
6. Be prepared for what your follow up will need to be. There's a good chance the follow up may depend on the people you are meeting with. If the meeting is likely to have decisions made know what you will need to do after the decisions are finalize.

BONUS: Do what politicians do...carry and rehearse your key "talking points". These are the items you will relay to others (co-workers, bosses, customers) at various times and you want to stay "on message" regardless of your audience.

Try one (if not all 6+) and feel the difference.