Portfolio governance meetings have often tight agenda’s – there may be many decisions to be made, and complex topics. Smooth decision making requires systematical work – good preparation, discipline and focus during the meetings and also systematical follow up work after the meetings. To help different roles shine, here are 5 tips for facilitators, 5 tips for presenters and 5 tips for steering group participants. Have a look!
5 Tips for the Facilitator – Helping The Presenters Shine!
- Prepare presentations and materials with the presenters – communicate clearly when the materials need to be ready, review and coach also the presenters, so that they can shine during the meeting and the flow of decisions will be smooth!
- Send out agenda and prereading material 48 hours before the meeting. This is especially important, if you have big decisions on agenda.
- Keep the meeting schedule – be clear on time slot planned for each presentation and politely also remind of the slots. It is fair to give all presenter’s their slot.
- Summarize the decisions and key conclusions and share the meeting minutes within 24 hours after the meeting – it is good practice to share the meeting minutes when the participants still have fresh memories on the discussions.
- Follow up on action points systematically after the meeting. I think this might be the trickiest part, but also perhaps most important one!
5 Tips for Presenters – Prepare well, present clearly
- Provide the prereading material on time. Often, a good practice is to provide the materials 48 hours before the meeting – so align on the schedule and meeting practices with the meeting facilitator.
- Be clear with your decision proposal – are you looking for a decision, guidance or support – or is your presentation an update?
- Keep your presentation time slot – if you have 10 min presentation slot, do not come to the meeting with 20 slides! You can always have backup or additional prereading materials, as needed.
- You can ask kindly to take the questions at the end of the presentation, so that you can go through the material without interruptions
- If you are unclear with the decision – be brave and ask for clarification. Usually if you did not get a clear decision, other participants have the same challenge.
5 Tips for Steering Group Members – Give your full focus
- Read the prereading materials in advance, and collect also feedback from your organizations as needed
- Give your full focus on topic – join on time, focus fully on presentations and don’t multitask
- Be an active participant – Ask questions, and give your guidance and comments, but also listen to other view points and presentation carefully
- Support decision making – help facilitator and presenter to reach to a conclusion
- After the meeting check the meeting minutes and your action points, and communicate the decisions with your own organization.
Strategic Portfolio Management 