A knot in your stomach, trembling hands, rapid breathing. These are unmistakable signs that your body is reacting to the stress you are currently experiencing. If it is stress and fear before an important management meeting you have ahead of you, check out these tips to help you alleviate it. So goodbye knot in your stomach, let’s get ready! Preparation is key!
1. What is actually expected of me?
Clearly define the goal you are pursuing at the meeting. If you are only an observer, you will probably not feel very nervous. However, when you have to speak in front of others, present an important idea, or perhaps familiarize others with a project you are working on, the situation will be different. Try to answer the following questions:
What is my goal for the meeting?
What is your own goal? Do you want to make an impression? Sell a product? Introduce others to a project? Define your goal as specifically as possible, write it down, draw it, do whatever helps you visualize and imagine it.
If I am representing someone else, what is their goal?
If you are representing someone else or your supervisor has asked you to attend the meeting, find out what their goal is. What do they expect to happen after the meeting?
What impact should my presentation have on others?
In what context do you want to address your audience? Are you trying to sell an idea or just inform? And is your message intended for everyone? If it’s not for Tom from IT, should you be nervous that he’s spending your presentation on his phone?
How will I know that the goal has been achieved?
What should happen after your meeting presentation for you to say that you’ve done it?
2. I have enough information
Gather enough information about what to expect. Answer the following questions in as much detail as possible:
Who will be attending?
The answer to this question will help you focus on everyone for whom your presentation is important. At the same time, you will eliminate the chance that someone who might make you even more nervous will show up at the meeting, because you will be informed in advance.
Where will the meeting be?
You probably know which building, maybe even which room. But go further. Find out how the room is equipped, what options you will have during your presentation. Will there be a flipchart, whiteboard, or even a data projector available?
How and why will the meeting proceed?
Take an interest in the meeting agenda. Who will be speaking, what are the topics, is there a central theme? When will it be your turn? How much time do you have? This information is important for you in terms of context and preparation.
3. How will I present my goal?
The information you gathered from the previous questions plays an important role here. You need to decide how much time it is effective to devote to preparation within the scope of your managerial work. For example, if you are giving a five-minute presentation for informational purposes, is it necessary to prepare a presentation? Conversely, if you have an hour-long presentation ahead of you, wouldn’t it be better to capture the basic information in a presentation? So how can you help yourself during the meeting?
Have a script
Develop a clear script of what you want to say. Capture the most important points and elaborate on them. For longer presentations that are also packed with information, try to use one of the presentation tools (PowerPoint, Keynote, Piktochart) and capture the most important points. They will give you the confidence to stick to your script. Always carefully test all the technology you will need before the meeting. Not only do none of the participants want to deal with a malfunctioning projector cable when you are 10 minutes into your presentation, but neither do you. Such a situation will not help you stay calm.
Materials for participants
Take another look at who will be attending the meeting. Are they familiar with your topic, or is it new to them? Try presenting to someone who also doesn’t know what it’s about. Is it understandable to them? Will printed materials help them get their bearings? Answer these questions and take action – prepare printed materials for the participants or send them your presentation.
Practice, practice, practice
The more times you do it, the better for you, because you will gain much-needed confidence. If you can record yourself during your practice or show it to someone else, even better. You will get valuable feedback and can work on your presentation before it even begins.
Fake it till you make it
Pretend until it’s true. Are you nervous, do you feel fear and sweating palms? Pretend you’re not afraid at all. Feeling insecure? Pretend you’re completely confident. In short, try to convince those around you and yourself that everything is fine.
4. Easing your fear before the meeting
Here we go, it’s just a few minutes away and your nerves and fear may be rising. So here’s a quick tip on how you can (at least a little) calm down.
Controlled breathing
Perform a series of controlled inhalations and exhalations and your mind will calm down completely – it will start to focus on something else – your breath. Perform the exercise as follows:
- Step 1 – Take a deep, slow breath in while slowly counting to 5.
- Step 2 – Hold your breath while slowly counting to 5.
- Step 3 – Take a deep breath out while slowly counting to 5.
- Step 4 – Hold your breath while slowly counting to 5.
Repeat this process and focus only on counting and your breath.
And now all that’s left is to just jump in! Be brave and remember that every additional appearance at a meeting brings you closer to overcoming your fear one day. You will see for yourself that with frequent repetition, it will weaken and weaken. We wish you many successful meetings!
