“To be prepared is half the victory”  -   Miguel De Cervantes

A year ago we asked a group of mangers these two questions -

1. How do you effectively prepare yourself and the necessary materials (documents, information, presentations, etc.) prior to conducting a meeting, discussion or telephone discussion?
2. How can the ‘preparation process’ be made repeatable and systemised so that anyone can use the same type of process in differing circumstances, toward achieving similar successful outcomes, effectively?

These proved to be stretching and challenging questions, highlighting little commonality in the managers’ approach to preparation. In collaboration with these mangers we developed a ‘Preparation Toolkit’ for their use. The ‘Preparation Toolkit’ describes a ‘generic’ seven stage or a seven step process for effective preparation prior to engaging in the actual event; whether it is a meeting, discussion, presentation, telecom, etc. involving other people. The other persons may be internal to your organisation including other staff, peers, direct reports, other groups, or senior management. Or they may be external persons, including customers, prospective clients, external project managers, external consultants, or members of regulatory bodies or professional institutes.

The seven steps in summary are –

1. Focus upon the TOPIC or SUBJECT for the meeting, discussion, presentation, telecom, etc.  This seems obvious, but is often overlooked or not clear and ensure that the TOPIC of the event is very specific. Don’t go any further until you have identified the specifics. Summarise the TOPIC in a single precise sentence that both you and others can easily understand.
2. Determine the likely IMPACT and IMPORTANCE of the meeting, discussion, telecom. This should include a simple risk assessment, as this will determine the depth and range of the preparation and the time required to be fully prepared.
3. Decide upon the IDEAL OUTCOMES – without knowing the specific OUTCOMES, how will you assess the success of the event or know during the event whether you have reached the targets?
4. What PEOPLE or PERSONNEL will be involved in or attending the meeting, discussion, presentation, telecom?  Know who you are dealing with and their styles of working. Tailor the meeting or event to suit their styles of dealing.
5. Develop the AGENDA – develop bullet point items, for the structure of the meeting or event.
6. Identify what RESEARCH needs to be undertaken in order to support a successful outcome to steps 1 to 5.
7. SUMMARISE or SYNTHESISE the results of steps 1 to 6 and then REHEARSE for the event based upon your SUMMARY – this includes your plan to achieve the OUTCOMES you have determined in step 6.

After a year of extensively using this ‘Preparation Toolkit’ the group of managers have reported a range of benefits including increased surety and effectiveness, better success in achieving targets in meetings, decreased time wastage in revisiting the same topic multiple times and improved focus upon preparation using this systematic approach.

Another tool that can be used in combination with this seven step preparation process, akin to a ‘resident programme’ operating in the background is the “C-I-G” (Control, Influence, Given) tool.

For detailed descriptions of the seven preparation stages and their application for use in the complete preparation process, contact William Wallace at Corporate Alchemy. (william@corpalc.com)

© William Wallace

Business Coach and Development Manager, Corporate Alchemy