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ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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ISYS90045 Professional IS Consulting
Professional Advice
Communication
Dr Rod Dilnutt
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
Tonight’s Agenda
Define and understand consulting communication techniques
Interviews
Last Seminar we focused on
Report writing
Workshops
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
Manage effective & productive meetings
Conduct effective & productive interviews
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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.
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
Introduction to Meetings
What do we know about meetings?
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ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
Managing Effective Meetings
How do we define a meeting?
Assembly of persons for a specific purpose
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
When do we need a meeting?
Discussion
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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?
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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?
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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 &
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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)
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne
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
ISYS90045 Professional IS Consulting ©2022 The University of Melbourne 20
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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