CHAPTER 18 Managing the Meeting for Action Flashcards
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.
What is the first key task to concentrate on during a client discussion?
Keep the discussion centered on things that are under the client’s control.
What should you continuously raise during the meeting?
Essential parts of the situation or recommendations.
Why is it important to surface the viewpoints of everyone in the room?
To keep balance in the discussion and aid quieter participants.
What right should players in the meeting be supported in declaring?
The right to declare themselves and make final choices.
True or False: It is advisable to allow the client to exclude the consultant from decision-making discussions.
False.
What percentage of total meeting time should be allocated to testing client concerns?
10%.
What question should you ask to gauge client feelings about control?
How do you feel about the control you will have if we go ahead with these actions?
What does the closing of a meeting ensure?
That the decisions made have the commitment of the client.
What should you reflect on regarding your own desires from the meeting?
Consider if you want continuing involvement, feedback, or another contract.
What is essential to manage during the meeting process?
Resistance that may arise.
What is a crucial skill in conducting any meeting?
Staying focused on the here-and-now process.
What should you do if you find yourself stuck in a meeting?
Put what is happening into words as it is happening.
What does resistance to suggestions for next steps indicate?
That you are on target and dealing with something important to the client.
What should you trust when discussing implementation or planning?
Your own feelings.
Fill in the blank: Every meeting involves an _______ dimension.
affective
What is a good strategy when group members are at odds among themselves?
Treat the group as a collection of individuals.
What should you avoid doing when faced with resistant individuals in a group?
Overinvesting in the resistant people.
What should you be cautious of if a client gives quick compliance to a suggestion?
That they may be handling conflict in a passive or compliant way.
What is the first question to ask yourself after a meeting for action?
What was the outcome?
What should you analyze regarding resistance encountered during the meeting?
What form did the resistance take?
What nonverbal aspect should you observe during the meeting?
Nonverbal messages.
What connection should you make after the meeting?
Between the way the meeting was managed and the way the technical or business problem is being managed.
What effect should you evaluate concerning your relationship with the client post-meeting?
The effect this meeting had on your relationship with the client.
