代写代考 ISYS90045 Professional IS Consulting ©2022 The University of Melbourne

Presentation Title

ISYS90045 Professional IS Consulting

Professional Advice

Communication

Dr Rod Dilnutt

Tonight’s Agenda

Define and understand consulting communication techniques
 Interviews

Last Seminar we focused on
 Report writing
 Workshops

 Manage effective & productive meetings
 Conduct effective & productive interviews

Meetings, interviews and workshops

 Key information-gathering tools in the consultant’s Toolbox
 What are they,when do we use them?

Category Description

Meetings • Small group-based discussion
• Structured agenda – usually around 1-2 points
• Low level of depth accomplished, moderate breadth
• Two-way communication between parties
• Conversation-driven
• 0.5-2 hours in length.

Interviews • Usually one-to-one
• Structured agenda – around 1-2 points
• Information flow is typically one-way (one asks questions, one answers)
• Medium level of depth accomplished, low breadth
• Conversation-driven
• 1-2 hours in length.

Workshops • Large groups
• Structured agenda – programme of work
• Information flow is many-to-many
• High level of depth, high level of breadth
• Activity-driven (using forms, pictures, collaboration tools)
• Can be >2-3 hours in length.

Introduction to Meetings

What do we know about meetings?

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Meeting Attitude Self Assessment

No Question Scale
1 I attend team meetings and I am on time 1 2 3 4 5

2 When I attend a meeting I feel positive about being there 1 2 3 4 5

3 I offer opinions and information (I speak my mind) 1 2 3 4 5

4 I encourage other participants to contribute their ideas 1 2 3 4 5

5 I speak to the issues rather than to people 1 2 3 4 5

6 I volunteer to help out or follow up on action items 1 2 3 4 5

7 I listen carefully to what is being said 1 2 3 4 5

8 I see meetings as a positive way to strengthen our team 1 2 3 4 5

9 I ask others questions to get them to expand on their ideas 1 2 3 4 5

10 I participate in meetings as a problem solver 1 2 3 4 5

Total 40 to 50 =A solid meeting contributor
30 to 39 = Contribute, you may want to get more involved
10 to 29 = Attitude toward meetings and work to be more
of a meeting contributor

4= Frequently,not all the time
3=some of the time
2=not very often
1=almost never

Managing Effective Meetings

How do we define a meeting?
Assembly of persons for a specific purpose

When do we need a meeting?

Discussion

Why do we have meetings in consulting?

General Discussion
 To define problems

 Unstructured problem solving
 Objective of gathering further information
 Crucial skill to be able to do this well
 Analysis
 Frameworks

Purpose of meeting
 Information gathering?
 Understanding?
 Evaluating?
 Designing?

Establish Meeting Culture

 Establish cultural expectations from participants from the beginning
 Provide guidelines on promptness & tardiness
 i.e.Gold coin donation for late comers
 One person speaks at a time
 No private conversations

 Encourage participation during the meeting not after…why?

Challenges when conducting meetings

Challenges you may encounter when conducting meetings
 Deliberately prolonging meetings to avoid work
 Participants who have their favourite subject or personal agenda
 Indications participants have lost interest
 Indications participants do not understand subject
 Indications participants may disagree though they do not express it
 Deliberately extinguishing creativity

Which of these challenges is the most difficult to manage?

Discussion

Meeting Preparation

Create anAgenda
 What is an agenda?
 It’s a tool for participants to focus on accomplishment

Technique for developing an agenda using “OPQRST”
 Order & Objectives – of the process
 Process – Which technique used for information gathering?
 Question –What is the starting question?
 Recording –Which method is going to be used
 Supplies – Stationary or tools required to perform the meeting
 Timing –What is the estimated duration of the process &

Meeting Preparation

Create a participant list
 Include key decision makers to action items

Establish roles
 Assign a support assisting with logistics, note taking, time checks and

to act a witness
Assign a duration of the meeting

 60 minutes is about the length of time people can
concentrate with being too distracted

Commence on time and conclude on time

Conducting Meetings – Speaking

Facilitating a meeting involves 2 key tasks
 Keeping the discussion on target
 Making sure everyone gets heard & participant’s needs are

Use data not people in discussions

 Language needs to refer to facts rather than opinion
Facilitating decision making

 Rather than begin with solutions, focus on a detailed analysis of where
things can or do go wrong

 Seek consensus, avoid premature use of voting to arrive at

Conducting Meetings – Listening

 Listening
 Stay tuned to the mood of the participants

 Conclude meeting and thank attendees for
their time

 After the meeting send out the minutes
(no more than 48 hours)

 You have a “really great” start up idea – it involves enabling shareholder
meetings for CompanyAnnual General Meetings (AGM’s) to be run online
rather than in conference centres.

 However,you needVenture Capital (VC) funding in order get your idea into
development.

 There is oneVenture Capital Guru that would be perfect to pitch your
idea to, the problem is how do you get a meeting? And what do you do
if they agree to a meeting?

Discussion The Guru

 Part 1 – How do you secure a meeting with the “Guru” ?
 You start to brainstorm with your friend how to ask for a meeting

 Brainstorm; “What is the best way to approach asking for the

 i.e. Can you justify a meeting to the “Guru”?

 Part II -You have been successful in securing a Zoom meeting
with the “Guru”!
 What steps do you take to make sure the meeting runs well and it

meets expectations?

Discussion

This seminar has explored methods of communicating as a consultant

• Explore structured communication styles

• Define the role of meetings in consulting

• Identify meeting success factors

A little rest

ISYS90045 Professional IS Consulting��Seminar 8�Professional Advice�Communication �Meetings
Tonight’s Agenda
Slide Number 3
Meetings, interviews and workshops
Introduction to Meetings
Meeting Attitude Self Assessment
Managing Effective Meetings
When do we need a meeting?
Why do we have meetings in consulting?
Establish Meeting Culture
Challenges when conducting meetings
Meeting Preparation
Meeting Preparation
Conducting Meetings – Speaking
Conducting Meetings – Listening
Slide Number 17
Slide Number 20

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