Presentations – Not Meetings

Today, more than ever before managers need to have meetings with employees that are more presentation than they are a place to discuss issues. Meetings usually consist of one person, in most cases a manager, speaking about the issues, projects, numbers, policies and deadlines. To motivate your team at your next meeting, try involving key members of your team and turn your meeting into a presentation.

A presentation sparks interest and participation from all members and helps to promote memory retention of the discussion. Make sure the key participants have met to discuss the issues and the planning of the curriculum for the presentation prior to the delivery. Each speaker must be given a time limit and will need to keep to the topic of their portion of the presentation to have impact on the participants.

Ensure that each key note speaker opens their theme with a powerful impact statement to engage the listeners immediately and to hold their curiosity and attention. Using data, facts or the business statistics in a carefully crafted way, causes instant attention that will be held throughout the entire presentation. Use this technique to drive home facts about your business in a meaningful and sincere way.

The main speaker should make a point after their opening statement to highlight in brief the agenda for the presentation and introduce all speakers even though they work at the facility. It is at this time that this person will need to remind all participants that during the presentations there will be no questions, question and answer period will commence when all presentations have concluded.

An important step in the pre presentation planning with the speakers is to devise a system or a method of acknowledgment, so that when one speaker is done the next speaker takes over without missing stride. If there is too much time between finishing and starting another presentation you could risk losing attention. Ensure that each keynote speaker comes equipped with his or her powerful beginning impact statement. Again, hold the attention throughout the entire program. Tie one presentation to the next with words such as, “in a few moments Mark will expand more on this issue”.

For example, if you are having a service advisor meeting and you need to make an impact on your current numbers and the direction you are steering in, invite the GM, Shop Foreman and your lead advisor to speak. When peers are invited to speak at your presentations there will be a greater sense of urgency within the department to improve due to the fact that coworkers want to excel as a team and not let anyone down.

It would be more impactful if the Shop Foreman informed the service advisors that the productivity and efficiency numbers were down last month and the technicians had been coming to him showing him the inconsistencies in the concern line stories, this maneuver will have more impact than anyone else will on the management team stating it. The Shop Foreman represents the talent on the floor which usually outweighs the advisors five to one. If the Shop Foreman comes to the presentation armed with figures and with examples of shoddy concern line recording, it will drive the point home.

Once all key note speakers are finished with their presentations you will open up the floor to Q & A, however remind everyone that there is a time restriction and to stick to the topics of the presentations. Having effective presentations and defining answers during the Q & A will make a lasting impression on all participants thus driving up the retention level for your expectations to be fulfilled.

At the end of all the presentations it is best to wind up with the expectations deadline and close with another impact statement. This should be done by the senior manager attending the presentation. Whoever this person is should tie together the sum of the meeting notes into the closing statement.

Should you want a certain deficiency corrected use this as the window of opportunity to instill a deadline and remind everyone of the expectations. Remember to thank everyone for his or her participation and involvement. Use this method to promote an exceptional award winning number one team because second best is like all the rest!