An overview of efficient meetings: Prepare properly, communicate, argue [20 checklists& 10 tips]
// BySimone Janson
Meetings offer the best opportunity to shine in front of others and thus considerably improve your own career opportunities. Unfortunately, this opportunity is often given away. With good preparation, skilful arguments and a dose of quick-wittedness, you can convince colleagues and supervisors of your skills.
Optimally preparing meetings for argumentative reasons
Every Thursday afternoon at 15 pm, Mr. P. has team leader's talk. The goal: The team leaders should exchange ideas and get an impression of the work of the other departments. It looks like everyone is throwing in something that comes to mind and saying something to a few people.
At some point - the end is usually open, so nobody knows exactly when - the moderator ends the meeting. Mr. P. is happy to come back to his desk, because he finds these meetings a mere waste of time. In doing so, he can effectively use them for his career: he only has to prepare himself optimally so that he can present his work convincingly. This is just a typical meeting: unclear event, unmotivated participants.
How to find out about the meeting
Bring the meeting in the best possible preparation - even as a participant. Even as a simple participant, you can advance the meeting by asking questions or constructive suggestions without stepping on the moderator's feet. If the meeting does not have a moderator: Offer to host the moderator yourself.
For a targeted preparation you need all the important information. Ask specifically if they are not already on the invitation. Especially with superiors interest makes a positive impression. Of course, if you invite yourself, you must inform the others. List all information carefully. The overview helps you to gather ideas for your reasoning.
Checklist: What does the invitation about the meeting reveal?
The invitation you received to the meeting reveals a lot that you need to know.
- What is the theme of the meeting, what is it about? How exactly does the agenda look? How much time is available to each participant to present their own ideas?
- What is the goal of the meeting, what should be the result? Are ideas, results or the like only presented or should decisions be made and solutions be sought?
- Is there a moderator? Who is hosting the meeting?
- How many people participate? Who participates? Do the participants know each other? What are the participants' previous knowledge? Is the knowledge heterogeneous or homogeneous?
- Is participation voluntary or obligatory? Is the date suitable for you and other participants?
- When exactly does the meeting begin? When does it end? How many breaks should take place? (Important: a fixed time frame)
- Where does the meeting take place? How is the room equipped (lighting, temperature, tables, seating, catering, etc.) What is the technical equipment of the room (flipchart, beamer, projector, etc.)
Set yourself concrete goals
Do not just think about your personal goals: A meeting also means that you act together with others and find solutions. Try to reconcile personal and common goals wherever possible. Mr. P., for example, defines the common goal for the next team leader meeting as the company has to save and everyone has to help. His personal goal: his team should suffer as little as possible from the savings.
You should define goals concretely. If you put your goals in writing, positively and as concretely as possible, you will have an ideal starting point for your argument. Wrong:"I want my team to save a little." Correct:"I want my team to save in a maximum of two areas."
Checklist: Skilled Arguing in Meetings
Always keep an eye on your goal. The following tips will help you understand the goals of the meeting. When you know what you want, it is much easier for you to come up with the appropriate reasoning because you have clearly defined your point of view.
First deal with the common goals. Write these down as concrete as possible:
- What are the views of the different participants? What wishes and needs do you have? What are the goals and interests behind it?
- What results do all or most of them get the maximum benefit from? What could a result look like that everyone is happy with?
Then make your own goals clear. Formulate here again exactly. The overview is of course only for you and does not suit anyone.
- What do you wish? What are your wishes and needs? What would you benefit from?
- Which result would you be most happy about? Or: What do not you want? What would you be angry about?
If your personal interests are in conflict with everyone's common interests, ask yourself, what is an acceptable compromise for you? And which result could you accept in any case? Clearly set your limits for yourself.
Prepare yourself in a short time content
Save time by researching facts purposefully. Not every meeting also covers your area of expertise, where you can shine. Nevertheless, familiarize yourself with the facts, so that you can contribute something sensible to the topic. Save valuable time by narrowing down the mass of information from the outset with a specific question - as close as possible. Only on precise questions you will get accurate answers.
Create a table. Formulate a specific question in the first column, and in the second column, evaluate how important this question is. With this information you start, only if you have time later, you also take the others. Finally, in column three, write where you find the information.
Someone else researched for you
If you do not have time to do the research yourself, you can ask someone else for it. Pay particular attention here to specific questions and instructions, so that the result is also usable for you.
Mr P. would like to make suggestions on how the company can save and at the same time be armed with facts and arguments when other team leaders suggest saving in his team. The question"How can I best save?" does not get him any further, it is too vague. Instead, he thinks about various alternatives and asks specific quest