39. Five tips to prepare for a ‘SCARY’ meeting
Ever felt nervous before a meeting? You are not alone—I feel that way too!
Despite not being a natural, I have improved my meeting facilitation and speaking skills over the last four years.
There is still room to grow, but here are some simple tips to help you prepare and feel more confident:
1. Understand Your Emotions
Take a moment to figure out why you are nervous. Are you unprepared, intimidated by attendees, or worried about the outcome? Is there underlying drama? What would make you feel more comfortable? Understanding your emotions helps you address them.
2. Understand Your Stakeholders
The meeting affects others too. Think about their feelings and expectations. What does a successful meeting look like to them? Are they excited, anxious, or frustrated? Why do they feel that way? What might help them feel more comfortable? Putting yourself in their shoes can create a win-win situation.
3. Identify Ways to Ease Tension
Consider what could make you and others feel more at ease:
Time flexibility: Could the meeting be postponed for better preparation?
Plan ahead: Set clear meeting outcomes, design the agenda and activities early, and consider testing them with someone.
Change the location: Could a different setting make the meeting more relaxed? E.g. in-person vs. online, onsite vs. offsite, casual location vs. formal board room.
Address tensions in advance: Consider dealing with any underlying issues beforehand. Whether it is a pre-meeting survey, an email acknowledging the situation, or 1-1 chats, this will help you build trust and ease tensions in advance.
Consider a skilled facilitator: Some sticky conversations are best suited for a neutral facilitator. Consider if this is the case and who might be a good fit.
Communicate early: Let participants know what to expect e.g. desired outcomes, key questions to consider beforehand, and topics that won't be covered.
4. Implement with Backup Plans
Put your plans into action and have some backups just in case e.g. alternative activities, tech backups. You can’t predict everything that can go wrong but you can minimize your risks.
5. Take Lessons and Celebrate Your Wins
After the meeting, celebrate any success and reflect on what could be better. Send thank-you messages and follow up on any promised items.
In conclusion, sooner or later, another 'scary' meeting will come your way. While you can't avoid it, you can influence how you handle it. By understanding your emotions, knowing your stakeholders, and planning ahead, you are on your way to turning a daunting meeting into a positive experience.
For more tips on facilitating meetings and engaging your stakeholders, consider joining the DIY Strategic Plan program. Build your capacity to manage challenging stakeholder situations and enhance your organization's results.
