The following article by Bonnie Low-Kramen originally appeared in The Effective Admin e-newsletter (Jan/Feb 2008).
The key to representing your manager at a meeting is preparation. Sometimes you will get very little because you will find out at the last minute that you need to do this. Perhaps your manager is running late or got stuck in another city. No need to panic! Whether you have two weeks notice or two minutes, follow these tips.
1. Talk with your manager prior to the meeting (even briefly) regarding the goals for the meeting. What information is important for you either to communicate or receive? Discuss a plan about how you are to report this information when the meeting is over, such as verbally, e-mail or by fax.
2. Know who will be there. Mentally prepare something to briefly say to each attendee that lets each one know that you are up-to-speed with whom they are and what they are working on. For example, say: “Hello, Bob. I know that my manager [name here] is particularly interested in knowing the status of Project X’s start date. Are the dates holding or shifting?”
3. Dress with care. Dress in the way that makes you feel confident and you will inspire confidence. Your attitude is “of course I belong here.” Let it be known where your manager is and that you are happy to be there to make sure things move forward on his part.
4. Answer honestly and directly. If you are asked a question that you don’t know the answer to then say, “I don’t know the answer to that, but I will find out.” Indicate when you will get back to them and how; then do it, copying your manager on all communications.
5. Speak clearly, loud enough and with confidence. This will put everyone at ease in the room. And that is exactly what you want — to blend naturally into the meeting and represent your manager well.
Let us know what you think about this article. Please comment with your tips and advice!
