The Business Exchange Swindon & Wiltshire Edition 47: Feb/March 2020 | Page 31

SIX WAYS TO GET THE MOST FROM BUSINESS MEETINGS by Chris Dawes, Open Dawes Training If you thought public speaking wasn’t relevant to your business, then think again. Because whether or not you or your team have to stand up and address an audience, you are still speaking – to colleagues, clients, prospects, or suppliers – and so being effective is a key skill. Take meetings. They are part and parcel of business life so, love them or hate them, you cannot avoid them. While much of our work here at Open Dawes Training involves helping people who are due to stand up and give a talk or presentation, we also help business owners and their teams be more effective in meetings. We recently helped a financial adviser; much of her work involves meeting with clients. During her meetings there is factfinding and form filling to be carried out, then a follow up to present recommendations. Our training has helped these meetings to have a more natural flow and has enabled her to engage more fully and more confidently with clients. When we train people on a one-to-one basis we video them at the beginning and again at the end, so they can see how much they have progressed. We also train groups in how to get the most out of meetings. For example, we supported a BAFTA award-winning client in London who creates mobile games. The team wanted public speaking training to make them more effective when pitching new games to the likes of Apple. However, they also wanted to make their meetings more productive. As creatives, they found it difficult to bring focus and structure. We ran three, one-day workshops so the majority of the team were able to participate. We helped change the whole ethos for their business meetings. They went from loose gatherings to focused, organised and productive events. Our extensive training included helping the attendees learn how to overcome any issues around interrupting and conflict. We also taught them how to be active listeners, covering body language and looking for non-verbal cues from colleagues. We helped them to have value and belief in their ideas, to put them forward with conviction and without hesitation. Making the most of meetings 1. Make sure you have prepared your knowledge/experience/input so you have confidence to get involved in the discussion, and back up your points if required. 2. Be brave. You may have employees who worry about confrontation. Confrontation need not be negative. It is an opportunity to exchange ideas and opinions and to debate, and the ultimate decisions will be all the more sound for it. Just one person not contributing can lead to a skewed/sub- optimum conclusion. 3. Actively listen (paying attention both to verbal and non-verbal cues, and providing eye contact to show that you are listening). Communication is a two-way process and listening is as important as speaking. 4. When you are speaking, body language is just as important as verbal communication, so be conscious what message you are sending with your body language. 5. Have value and belief in your ideas and deliver them with conviction rather than hesitation. 6. Have sponsors (or volunteer to be a sponsor) for tasks required at the end of the meeting, otherwise the discussion will not actually lead onto anything, which may arouse feelings of futility about this and future meetings. Open Dawes Training’s MD Chris Dawes has more advice on presentation and public speaking on his website and in his popular Facebook Live posts, at: www. opendawestraining.co.uk/blog/audience- interaction-facebook-live/. Open Dawes Training runs CPD accredited public speaking and presentation training on a one-to-one or group basis, either inhouse or at the Swindon training centre. To contact Chris call 01793 238259 or email: [email protected]. For more information visit: www.opendawestraining.co.uk Thinking of relocating? Rombourne could be the answer With spring just around the corner and the new financial year beckoning, now is the time when many businesses consider whether their office space meets their needs – and realise it doesn’t. One option could be expanding current space, or reorganising the office layout to create more work stations. However, expansion space may be limited, with employees already crammed in. The answer, then, is relocation. Swindon is already proving the ideal location for many businesses, and one serviced officed destination is Rombourne. Rombourne Serviced Offices, based in Kingstone House, is just off junction 16 of the M4, offering a well- connected location for businesses, and with a range of office suites to suit all sizes of organisation. So why do our clients come to Rombourne when they are looking to relocate? Solicitor Natalee Worthington, owner of Worthingtons Family Law, moved into Rombourne when she founded her business last year. “I chose Rombourne for my new business after looking at a few different serviced offices,” said Natalee. “The staff at Rombourne are exceptional, the receptionists are welcoming and dressed smartly – the ideal first impression for my clients. The waiting area is bright, modern, spacious and immaculately clean (as is the rest of the building). The manager Danielle Mottram is friendly, approachable and professional. There are a few lovely meeting rooms. The location was also a key factor for me, being just off of junction 16 of the M4, making it easy for clients to get to, and it has free parking available.” But wherever or whenever you choose to move, here are Rombourne’s tips on ensuring it goes smoothly. Ten tips for a smooth office relocation 1. Plan your move as early as possible. Business relocations are often planned six months in advance, and large commercial moves can require up to two years of planning. 2. Create a communications plan. You will need to let employees know and keep them updated, as well as inform clients, contacts and suppliers. 3. Organise new printed material to incorporate your new contact details. 4. Update your website and social media feeds. 5. Schedule the move so you can seamlessly go from one location to another, minimising downtime and avoiding inconvenience to clients. 6. Hire experienced movers, and ensure you see a copy of their insurance. 7. Factor enough time for packing – and don’t forget the office plants! 8. If you are moving to serviced offices, such as Rombourne, you will have the advantage of liaising with the centre manager and team who will ensure your move goes as smoothly as possible. 9. Liaise closely with your IT team to ensure equipment is moved carefully and you are ready to go online as soon as you move in. At Rombourne, internet connectivity is provided so clients simply need to plug in or reconnect to wifi we provide and they are up and running. 10. Ensure you meet all requirements under the lease of the premises you are moving from. Rombourne Centre Manager Danielle Mottram For more information about Rombourne Serviced Offices in Swindon, visit: www.rombourne.co.uk or to speak to Centre Manager Danielle Mottram and her team call 01793 683550 or email: [email protected]. THE BUSINESS EXCHANGE 2020 31