Boards, Brokers, Office Managers…Take Control Of Your Meetings!!!

I have been traveling quite a bit spreading my sunshine..lol.  Actually, I have been traveling promoting technology tools and ideas and hopefully inspiring and making a few of you laugh and have fun along the way.   I have also been sitting in on many state and local board meetings trying to get the feel for what is happening in local market places. The thing that always surprises me is when a speaker/vendor is allowed to present and the presentation has little, if no value to the audience and is ill prepared and poorly presented… Hello!  This is not the time to waste people’s time in a meeting with no pertinent value!  This is a time of extreme focus and down, dirty, deliverable and executable information!

In this emerging market, it is important to bring new, vibrant people and ideas into your meetings/gatherings.  You, personally may be so burnt out that trying to bring fresh material to the meetings is challenging.  However, be very cautious and make sure you truly understand what each presenter is going to share and how much time they will take..  Better yet, “tell” them what they can share and how much time they have to present.

Here is a scenario I experienced.  No judgment is made (well perhaps a bit), just a very astute observation.  I was sitting in on a tech break out presentation for an annual state association meeting.  30-40 top leaders/board members sitting in the room and the presenter is late to start and very ill prepared.  The association IT department, which secured the presentation, was expecting an overview of what an online transaction management tool can provide.  What they got was a huge sales pitch which included repetitive slides and commentary. 2.5 hours worth. I could see the leaders in the room tuning out.  Not good!  There was confusion at the end (of a way too long presentation) and the lead brokers where asking questions that could not be answered clearly.

Here are ways to make sure your presenters are of true value to your meetings whether it be 5 agents in an office cubie or 300+ leaders in your market.

1. Always ask for an outline of the presenters’ materials and their Power Point presentation if applicable.
2. Be clear on what the message is.
3. Review all printed materials before they are handed out!
4. Ask for references from other offices/brokerages the presenter has presented to.
5. Prep your audience on what they are expected to get for their valuable time spent sitting in this meeting.
6. Give AMPLE time for Q and A!
7. Consider a moderating position and ask the questions you want your presenter to answer.
8. Always provide a survey/critique form for the meeting.

Presenters, help your host help you by asking the right questions before the meeting.

1. Ask them what their culture is.  Is it laid back or very focused.  Don’t assume.
2. Ask if you should bring something ie: cookies, a full buffet or nada. Don’t assume more is better and don’t assume an after lunch meeting means no treats needed. Bringing an offering is still nice but not always expected or wanted. Ask for what they would prefer.
3. Ask your host how they want materials provided.  Some do not want anything left on the seats and some do.  Some would rather include your information in their next company email instead of leaving flyers in the entry.
4. Always respect the time limit you have been given……..never, ever go over unless you get permission from the leader and the majority in the room agrees they need more of your wisdom.

Presenting is a privilege and a necessity right now. If you are a manager or broker, please bring talented people into your offices.  There are many ideas and solutions to assist in this market, just be aware of the message and intent.  Remember, nothing is done in malice.  It all has to do with expectations. Be clear with yours and you will serve your audience and respect their time and intelligence.

Hope this helps.