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Effective Mtgs & Powerpoint

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  • 1. 1 Running Effective Meetings & Elements of a Powerpoint Presentation Presented By: Nadia King Manager of SEO Consulting nadia.king@apogee-search.com May 13, 2009
  • 2. 2 Agenda I. Types of Meetings II. Preparation III. The Meeting IV. Tools V. Handling the Unexpected VI. Additional Resources
  • 3. 3 SNL Example Meeting Click here for the video!
  • 4. 4 Types of Meetings
  • 5. 5 Types of Meetings • Client Services • Kickoff Campaign • Review Deliverable & Takeaways • Reporting • Questioning Budget • Sales • Discovery • Road Map • Organization/Committee Meetings • Weekly meeting
  • 6. 6 Preparation Who Called the Meeting? • Meeting “Leader” If you are the meeting “leader”, be sure to establish: • Purpose  Pre-meeting or email: helpful but not necessary • Attendees • Agenda & Timing of each Section • Consider the Tools that will be used • Consider the room layout, if any • Everything else in this presentation!
  • 7. 7 The Meeting Overview • Be on time to the meeting! Be respectful of your time AND everyone else's time • Bring a notebook or your laptop to take notes
  • 8. 8 The Meeting Introduction • Introduce members of the meeting AND THEIR ROLES • Establish time limit and confirm with attendees • Discuss purpose of meeting and confirm with attendees • Review Agenda • Assign note taker
  • 9. 9 The Meeting Body Communication During the Meeting • Verbal hand offs • Be professional but not shy! • Don't jump between sections of the agenda • After each section, ask if anyone has questions Timing • Observe how time is passing & mention verbally
  • 10. 10 The Meeting Conclusion • Observe time limit • Complete all items on agenda • Ask if there was anything that was missed • Be clear about Action Items after the meeting • Ask for feedback about what could be done better & what was done well!
  • 11. 11 Tools
  • 12. 12 Tools Agenda • Send the agenda ahead of time to attendees • Consider adding time limits for each section • Consider adding presenter for each section • Confirm agenda with attendees at the beginning of the meeting
  • 13. 13 Tools Powerpoint - Overview • Helpful for visual learners • Keeps you on track with the agenda • Helpful for remembering all of the data or topics • Keep it simple!
  • 14. 14 Tools Powerpoint - Images • Choose images that clarify your content • Better to have NO images than DISTRACTING images • People remember 50-80% of what they see AND hear
  • 15. 15 Tools Powerpoint - Text • Use textual bullets instead of paragraphs • Warm Colors are good for Titles & Text  RED, ORANGE, YELLOW • Cool Colors are good for Backgrounds  BLUE, GREEN, PURPLE • Rule of 6: Six words per bullet & Six bullets per slide
  • 16. 16 Tools Powerpoint - Text • Size 18 Text – Bold • Size 24 Text – Bold • Size 30 Text – Bold • Size 40 Text – Bold • Size 44 Text - Bold
  • 17. 17 Tools Powerpoint – Embedding Videos • Watch this video: http://tutorialized.tv/component/seyret/? task=videodirectlink&id=1304 • Copy & Paste Youtube URL into a converter (ex: http://mediaconverter.org/). This should take 2 minutes maximum. Save to handy location. • Select “Insert” then “Object” and find the Video on your computer.
  • 18. 18 Tools Powerpoint – Design & Layout • Minimize complicated slide transitions • Minimize flying objects • Keep title location & image location consistent on a page • Use Apogee template! Z/Employee Resources/Apogee Templates/Powerpoint  Background & No Background Options
  • 19. 19 Tools Powerpoint – Additional Resources • http://mason.gmu.edu/~montecin/powerpoint.html • http://sbinformation.about.com/od/sales/a/presentationtip.htm • http://www.microsoft.com/atwork/getworkdone/presentations.m
  • 20. 20 Tools Internet • Check ahead of time to make sure you have internet connection • Load all sites before starting the meeting • Do not jump back & forth in presentation too many times
  • 21. 21 Tools Robert's Rules of Order • Also called: Parliamentary Procedure • Usually used for democratic style rule of an organizational meeting (not as much for corporate use) • Allows for introduction of motion, procedure for discussion, etc • http://www.nytimes.com/2007/05/20/books/review/Donadio-t.ht • http://www.robertsrules.org/ • http://www.jimslaughter.com/robertsrules.htm
  • 22. 22 Handling the Unexpected
  • 23. 23 Handling the Unexpected • Be calm • Judge if the prospect/client is interested and use that information to determine if you go off topic or not • Ex: Someone walks in who is not familiar with the project (CEO, a different team member)  Recommendation: "This is a great line of discussion. If we continue with it, we may not finish all of the objectives for this meeting - do we want to go with the discussion while it's top of mind and follow up later to finish these objectives?"
  • 24. 24 Handling the Unexpected • Try to guide the conversation back to the agenda if you get off topic • Restate the question to be sure you understand it and buy yourself more time! This will happen so be ready and think on your feet!
  • 25. 25 Additional Resources • http://www.businessweek.com/smallbiz/content/sep2006/sb200 • http://www.mindtools.com/CommSkll/RunningMeetings.htm • http://www.nytimes.com/2009/01/18/jobs/18pre.html?_r=1
  • 26. 26 Feedback!