When you are scheduled to attend an upcoming meeting, what can you do to participate, contribute and walk away with even “more” value to add?
I have presented more than 1,500 seminars over the past 12 years. Each one a lesson in focus, preparation and initiative. Let me share a practice I have with you.
I always arrive 60+ minutes early to the room I am going to be meeting in. I have learned over the last decade or so that this often is an “issue” for the security desk [a lot of companies I work with have a security screening process I have to pass through]. I don't like to surprise anyone, so now I send an email [ok, usually a couple of emails and even a fax, if appropriate!] to the company coordinator letting them know about this plan.
No surprises, more productivity
What I get to do while I'm in the room is especially important to me. As you continue reading, think about the next meeting you're leading, or the next presentation you're facilitating…
I get to set out my materials. I like to make sure the workbooks and books are out on the tables. I like to find pens for the participants. The white board or flip chart needs pens (blue or black only) and I “feel” the room temperature. I consider the seating arrangement (based on the number of participants, we change the configuration of the room). I sit in different seats throughout the room, wondering what the front of the room looks like from “their” perspective. Finally, I look to make sure the lighting is “right,” that from all angles of the room/seats at the tables, people can see the slideshow I've prepared. (Important to note, check the direction of the sun coming in windows through the day…you may have to change curtains/lighting based on sunlight.)
I get to walk around the room. I move…a lot. I wear a pedometer. All the time. My “most-walked” seminar happened in Berkeley, while speaking for the University of California. During a one-day seminar, I walked more than 15,000 steps. Even for me, that was a lot. During the morning, I walk around the room, looking to see what it is that I'll need to “watch out for.” Power cords on the grown, extra chairs against the back walls, etc…these are the things I want to be aware of throughout the day.
I get to set up my technology systems. The laptop connected to the Projector and the Audio Speakers. Crucial to a well-played day. I like to test this early in the morning (or afternoon); this gives me plenty of time “just in case” I need to call upon the in-house I.T. department for assistance. Having done this more than a thousand times (literally) I can usually trouble shoot most of the most common issues. I'm always open to learning a new lesson (as long as I have plenty of time before the workshop attendees arrive!).
I get to welcome seminar participants as they arrive. If the program is due to start at 9am, generally the first few people start to arrive around 8:40-8:45am. (15 or so minutes seems to be the magic number.) I use that time, with the room set up and ready to go, to introduce myself, star learning people's names, and join in the conversations about why people are here, and what they're hoping to get from the day.
I find that the more I have set up long before the participants arrive, the better the day goes. As a meeting/seminar/workshop participant, think about this next time you attend a program.
As the facilitator, consider experimenting with those tactics. I look forward to reading what YOU do before “starting a show.” Please leave one of your tips in the comment area below.
