CHAPTER 18 Managing the Meeting for Action Flashcards
(47 cards)
What is the main purpose of the meeting for action?
To trigger action, which could be a decision, further discovery, or learning.
What are the five key points to manage a meeting for action?
- Keep the picture in focus
- Present personal and organizational data
- It is your meeting
- Focus on the here and now of the meeting
- Don’t take it personally
What is emphasized about the presentation of data?
Keep it short and simple, avoiding lengthy and intricate presentations.
What are the four general categories of data to structure a presentation?
- Analysis of the technical or business problem
- A picture of what is working and what the possibilities are
- Analysis of how the situation is being managed
- Choices and recommendations
What percentage of time should be devoted to presenting the picture in a 60-minute meeting?
15%
What is the primary focus during the ‘Ask for Client Reactions’ step?
To gauge the client’s commitment and address any reservations about the data.
What should be done halfway through the meeting?
Ask the client, ‘Are you getting what you want?’
What is the purpose of the ‘Decision to Proceed’ step?
To produce client commitment to some form of action.
Fill in the blank: The meeting is not an ending; it is the beginning of the _______.
[implementation phase]
True or False: The consultant should take client reactions personally during the meeting.
False
What should be avoided when using PowerPoint in presentations?
Reading the slides verbatim.
What is a common mistake consultants make during presentations?
Presenting too much data and becoming attached to details.
What is the recommended approach if a client is hesitant to express their reactions?
Ask direct, specific questions to elicit their feelings.
What does a moderate level of tension in a meeting indicate?
The issues are important and there will be energy to implement solutions.
What is the recommended time allocation for asking for client reactions in a 60-minute meeting?
30%
What should consultants focus on during the decision-making discussion?
- Things under the client’s control
- Essential parts of the situation or recommendations
What is the risk of waiting until near the end of the meeting to discuss decisions?
The real discussion might exclude the consultant, reducing the effectiveness of the decision.
What is the initial step in structuring the meeting?
Restate the original contract.
What percentage of the meeting time should be allocated to restating the original contract?
5%
What is the consultant’s role during the meeting?
To maintain control and structure, guiding the meeting towards action.
What should consultants avoid doing when presenting their findings?
Sacrificing their choices and recommendations due to client pushback.
What is an effective way to introduce the structure of the meeting?
Announce how the meeting will be structured at the beginning.
What should the consultant do if the client expresses dissatisfaction during the meeting?
Address the concerns promptly to adapt the direction of the conversation.
What is one of the key tasks during the ‘Decision to Proceed’ step?
Keep raising sensitive issues essential to addressing the problem.
