Planning v Preparation
We’re told these days to plan, plan and plan. Everything has to be mapped out or it won’t work.
Yet excessive planning can result in:
These are the very qualities that the best meetings always enjoy.
Creativity, spontaneity and group involvement are the very cornerstones of added-value meetings.
For example: If the content and objectives of the meeting are all determined by you, and what you think, then why have a meeting at all?
Perhaps Briefing might be a better word for it.
So let us distinguish between Meetings and Briefings.
A Meeting is a place where new valuable things can happen.
A Briefing is where you hand out - what amount to - orders.
This isn’t wrong. It’s just a way of telling a group of people what to do.
So decide: Is your meeting a Meeting or a Briefing?
If it’s a briefing, then plan it in microscopic detail because like showbiz, you have to know your lines on cue or it doesn’t work.
We plan for briefings.
List all the points, and practice.
Try the points out on a friend if you’re not sure.
But if it’s a Meeting then a more flexible approach is required.
Preparation might be a better word.
We prepare for meetings.
Yes, you do have an agenda.
And yes - others may also have their agendas.
But the desired outcome needs to be added-value, and not simply people following the instructions you have set for them.
Items to prepare include:
- Any samples or data required in the meeting
- Any slides or media that need to be used
A very important item to consider is people’s views.
- Are they sympathetic or antagonistic to you. How will you deal with this?
- Is there one person whose support you need to win? How will you appeal to them?
- What are other people interested in? What can you give them?
- What is the worst thing someone might do? How will you avoid it?
You also need to consider how you intend to open up the room to become a haven of creativity.
- What stimuli will get people thinking?
- What data or slides or physical samples will encourage people to start thinking for you?
- Who else is creative in the group who will help you start things rolling? How will you get them going?
Of course, the little things like a fully-charged laptop, a flip chart, maybe a projector - all these things need preparing.
The watchword is always prepare. |
