How to prepare for the most important meeting of your life - Viewpoint Viewpoint careers advice blog

How to prepare for the most important meeting of your life - Viewpoint Have you recently been promoted into a senior-level position, one which has more strategic significance to the business and far more responsibility? If so, the meetings you will likely participate in from now on will take on a whole new meaning, and will thus require a different, more considered approach. And, in order for you to truly flourish in your new position of authority, and ultimately command the respect and authority of your peers, it’s important you are fully equipped to prepare for such meetings. Therefore, to help you on this quest, in this blog, I have drawn upon my own experiences of attending my first board meeting. I hope you find my advice helpful. Speaking from experience, there are typically three feelings which follow the moment you are invited to attend your first board meeting. First, comes the sense of accomplishment and pride. This invitation is more than just a reflection of your recent promotion to board director. This is a symbolism of the focus and commitment you have demonstrated throughout your career and to the wider business, which has been recognised by the powers that be. Second comes the feeling of trepidation. Before, you were likely leading meetings attended by more junior employees, most likely focused on one specific area of the business. Now, you are sat on the board, you are expected to weigh in on far reaching, high level discussions surrounding the broader business strategy. Subsequently, you’ll no doubt feel an overwhelming sense of urgency to prepare thoroughly, both mentally, as well as on a more practical level. I remember this feeling all too well when I was invited to attend my first board meeting. I was all too aware that I was in somewhat uncharted waters, and knew that how well I equipped myself for the meeting would determine whether I sunk or swam in this next chapter of my professional career. Prepare for a macro-level conversation As I alluded to at the beginning of this blog, you will already have vast experience in leading discussions on more micro-level topics surrounding your department. Now, you will be expected to contribute to macro-level conversations about the wider business vision. How can you prepare to the fullest extent? The agenda so far: Ahead of the meeting, analyse the pre-reads and agenda thoroughly, identifying the key points for conversation. You may also need to delve further into financial updates, annual reports and previous meeting minutes to gain a better understanding. Make sure you fully grasp how this agenda fits into the company’s long term business strategy Your current affairs knowledge: From share prices to budget reviews, board meetings often focus on issues which are largely affected by the wider economic and political landscape. Therefore, it’s essential that you don’t just understand the meeting agenda, but the world which surrounds and impacts upon it The strategic priorities of each board member: You may already be conversant with some of the members of the board, and possibly even worked alongside them once upon a time, but since rising through the ranks, their priorities will have undoubtedly changed. You should have some pre-meetings scheduled with your fellow board members already. Use this time to fully understand where each board member’s strategic interests lie and what this means within the wider business context If you can understand the agenda from the other directors’ perspectives, as well as in the context of political and economic influences, you will arrive to your first board meeting better equipped for the next step. Prove your value You will already have a strong understanding of why you have been invited to join the board, and the value that your expertise can bring. Yet despite your seniority and career success thus far, you may start to doubt yourself, and how exactly you will prove your value in the board room. To combat this feeling, fully plan the points you want to raise, plus any ideas and questions that you have. Remember the below: Your ideas need to be next level: As I said, in this new position, you are now closer to the forefront of the business and the key drivers of the bottom line than you ever have been before. Therefore, your ideas must measurably move the business forward, taking into consideration the company’s short term and long term goals Prepare to be challenged: You cannot prepare for exactly what you will be challenged with during the meeting, but if you can first understand their strategic priorities as previously advised, you could take an educated guess. Your fellow board members may disagree with your point of view, and it is key that you remain composed, listen to their reasoning, and assert yourself when necessary Be concise: As a rule, don’t use 10 words when you could use five. These time-pressed fellow board members will appreciate your ability to simplify complex situations and get to the point succinctly Avoid too much jargon: In a similar vein, you will likely be presenting to board members you have a variety of expertise and knowledge in your area of focus, so presumed knowledge and terminology will only dilute the points you are trying to make Responding to others: Your first board meeting simply isn’t a case of “speak when you’re spoken to”. You are there to contribute to the wider discussion, and are expected to do so. So, if, after the other board members have said their piece, you feel you have something of value to add to the conversation; something positive and non-self-congratulatory, then have the confidence to do so Observe and ask questions: For a significant portion of the discussion, you should strive to understand the dynamics at play and the areas of focus for the board. Of course, it is your priority to bring yourself fully up to speed, and if that means asking questions, then do so I hope this advice helps you when contemplating how to contribute and prove your value, and how much to sit back and observe, when attending your first senior-level meeting. The key here is to strike the right balance between being discerning and participatory. You know you have truly achieved next level career success when you are promoted to a strategically significant position within your business. Don’t let this feeling of vindication and recognition be eclipsed by an even greater sense of apprehension surrounding your first meeting. If you familiarise yourself with both your peers, and the discussion so far, you will feel more confident in planning the points you would like to raise and the lessons you want to learn; ensuring this meeting, often the most important of your professional life, marks a successful start to this new and exciting chapter in your career. 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