WE’VE all heard the phrase Death by Meetings, and it’s not surprising. After all, as Bill Novelli says in an article in prnewsonline, “we spend enormous amounts of time in live and virtual meetings—probably the most common and consuming activity in our professional lives.”
Many meetings, he says, are long, inefficient, unproductive and boring. And as communicators, “we are especially meeting- conscious (and meeting-fatigued)” because they usually operate throughout the organization.
But how can we make it better—how can we win at meetings? Drawing from his vast experience, Novelli—professor, author, and Georgetown University’s Business for Impact Center founder—shares with us 5 Tips to Help PR PROs Win at Meetings:
Be a big contributor
This means preparing for meetings, suggesting constructive agenda items, taking on “next step” tasks at the end of the session, and adding substance to discussions.
Novelli says “this will impress colleagues and set an example. In a short time, this improves meeting performance, which is what you need.”
While virtual meetings may be more difficult “because it’s harder to read a room and zero in on a particular person,” Novelli believes this can be done.
Let others talk first…
There is always the temptation to grandstand and impress. But talking too much may not always give us the desired results. Sometimes, it is better to listen.
This is especially true when there are participants from outside your company or if you are in a client meeting. This way, “you can size up the situation, and deliver a compelling, persuasive response.”
When negotiating, Novelli says that it is best to know your objective, and aim to get 75 percent of what you are seeking. Maybe even a little less.
He cites Ronald Reagan, who supposedly said, “Give me 60 percent of what I want, and I’ll come back and get the rest later.”
It will be good to remember that “total victory is unrealistic and usually happens in the movies.” Give the other side a sense of winning, too.
Don’t avoid conflict…
We all have different points of view, and conflicts are inevitable during meetings when we try to develop concepts and directions, as well as resolve issues that divide us.
When this happens, Novelli believes it’s best to “set ego aside and really listen to counter-arguments,” and being open to criticisms of your own ideas and proposals.
He mentions how a colleague he knew “would invariably end meetings in a boil, and then bring it with him to the next one. He was almost never effective.”
At the end of the day, it’s all about being professional amid conflict. “Achieving what’s important may involve some disharmony,” he says, “but a handshake at the end can dispel lingering anger.”
Turn problems into opportunities
In an imperfect world, there will always be problems—roadblocks, and difficulties in making our goals a reality. These can come up during meetings, and for Novelli, the key is coming up with solutions.
Better still, he suggests that we can turn these into opportunities that can make a difference. It will take a lot of creativity, hard work, and sheer determination, but it’s worth a try.
Surprise and delight colleagues
Make it Life, not Death by Meetings.
This can be done by an unexpected guest, a box of treats, a simple gift, an on-point story-telling or anecdote can loosen up the atmosphere and combat fatigue, sameness, and boredom.
All in all, meetings won’t go away as “humans congregate. But we can make them better and more productive. Think about keeping score and winning every meeting.”
PR Matters is a roundtable column by members of the local chapter of the United Kingdom-based International Public Relations Association (Ipra), the world’s premier association for senior professionals around the world. Millie Dizon, the senior vice president for Marketing and Communications of SM, is the former local chairman.
We are devoting a special column each month to answer the reader’s questions about public relations. Please send your comments and questions to askipraphil@gmail.com.
Image credits: WWW.FREEPIK.COM