Leadership

From Good to Great—Tips for Enhancing Facilitation in Plan of Action Meetings

Plan of Action (POA) meetings stand at the heart of strategic alignment and informed decision-making within a pharmaceutical company. Often spanning several days, these intensive sessions are a whirlwind of activity, filled with complex information essential to the company’s success. As such, the effectiveness of a POA meeting hinges on exceptional facilitation and presentation skills, making these gatherings crucial for tactical planning and execution.

We asked the experts at Performance Development Group for their top facilitation and/or presentation suggestions. To follow are top nine tips to help you enhance your effectiveness and maximize the impact of these mission-critical events.

1. Adjust Your Language

As a presenter or facilitator, the power of your communication lies not only in the content but also in the language you choose. Paint vivid pictures with your words. For example, transform “optimize market penetration” into a more relatable goal: “expand the reach of our medicine to more patients in need.” By simplifying the message, it resonates more deeply.

Avoid industry jargon and acronyms. Even if they seem familiar, not everyone may grasp their meanings. Start with the full term, clarify it, and then, once it’s established, you can shorthand it into an acronym on subsequent mentions. And when it comes to breaking down technicalities, employ everyday analogies.

2. Understand Your Audience’s Point of View

To ensure that your presentation resonates with your audience, start by grasping what information they find most useful or interesting. Customize your subject matter to align closely with their interests and needs. Bring points to life with relatable examples to heighten engagement. For example, illustrate your points by discussing how “Dr. Johnson, a dedicated family practitioner, could integrate your new diabetes medication into her treatment protocols.” This approach makes the content more relevant and impactful for your audience.

3. Prepare and Practice to Deliver with Confidence

The delivery of content is key. Rehearse your presentation multiple times alone and then in front of a small audience, who can provide feedback. Ask your audience for coaching on:

1. Pacing: Are you rushing through important points or dwelling too long on less critical information?
2. Intonation: Are you using an engaging tone?
3. Use of filler words or double starts: Do you tend to use phrases like “um,” “uh,” or repeat words at the start of sentences?
4. Non-verbal cues: What is your body language saying and do you have good eye contact with the audience?

Familiarize yourself with the meeting space or stage beforehand to help to reduce anxiety and plan your movements and presentation setup.

4. Engage Your Audience

Engage your audience through storytelling. Case studies are a great device to illustrate key points and convey complex material in a more accessible manner. Plan natural stopping points in your presentation where you can engage the audience in discussion or questions. Based on the audience size and your presentation objectives, consider integrating other dynamic techniques to maintain high levels of engagement. Role-playing can breathe life into scenarios, while polling apps can provide instantaneous feedback, keeping your audience involved and invested throughout the session.

5. Create a Collaborative Atmosphere

To recate a more productive and inclusive discussion with the audience, recognize and build on the contributions of the participants. For example, acknowledge insights with gratitude, such as saying, “Thank you for sharing that insight on how to approach busy hospital administrators, Sarah. That’s a valuable perspective.” Not only do you make the audience member feel good, but you enrich the conversation among your audience.

In times where you seek answers from the audience that have a definitive right or wrong response, and an audience member responds incorrectly, you might say something like, “That’s an interesting approach. How might we adapt it to comply with our industry’s regulatory requirements?” This method keeps the dialoge positive and moving forward.

Inviting diverse viewpoints is equally important; prompting specific participants for their unique perspectives ensures a broad range of insights. Additionally, employing the “Yes, and…” technique to build on partial answers validates initial contributions while gently steering the conversation toward more complete responses.

Lastly, create a space for deeper thought by pausing after a question or a partial answer. This brief silence gives participants time to gather their ideas, fosters a deeper and more inclusive discussion.

6. Navigate Challenging Questions

If you encounter a question that you’re unable to answer immediately, a useful strategy is to engage the group for collective insight. This not only gives you a moment to gather your thoughts, but enriches the discussion with a variety of viewpoints. You might say, “That’s an important point about the changing market dynamics. Does anyone have insights or experiences with this new market entrant in their territory?” Encouraging the group to share their experiences allows for a richer dialogue and provides multiple perspectives on the issue at hand.

After allowing the group to contribute, you can summarize the key points raised and use them to inform your final thoughts. Wrapping up, you might note, “These are excellent observations. In response, I will incorporate a detailed competitive analysis in our next meeting to explore this topic more thoroughly.” This approach not only addresses the initial question but also sets the stage for a comprehensive discussion in future sessions.

7. Embrace The Silence

Be comfortable in moments of quiet during discussions, as silence often signifies the group is contemplating and formulating its thoughts. When you pose a question and are greeted with silence, resist the urge to immediately fill the void with more talk—allowing participants a short period to consider their response is valuable.

Should silence become a persistent pattern, it’s perfectly acceptable to gently encourage participation by calling on individuals. For instance, you might say, “Bob, with your extensive experience in this role, how do you envision applying this technique with your team?” Acknowledge that while everyone possesses unique insights and opinions, not everyone may feel at ease voicing their thoughts in a public setting. It’s important to foster a culture where open dialogue is not only welcomed but expected, ensuring that all voices can contribute to the collective knowledge of the group.

8. Ask Open-Ended Questions

To engage participants effectively and foster in-depth discussion, pose open-ended questions. Rather than asking: “Does everyone understand our new patient support program?” Ask something that invites a deeper reflection, such as “How do you foresee this patient support program impacting your discussions with endocrinologists about our diabetes portfolio?” This approach not only assesses comprehension but also encourages participants to consider practical applications of the knowledge in their interactions.

Further, it’s beneficial to encourage participants to think critically about how they can apply new information in their roles. For example, after presenting new long-term efficacy data, you could ask, “In light of the efficacy data we’ve just reviewed, how might you incorporate this knowledge when presenting to cardiologists who are currently prescribing our competitor’s statin?” This probes for specific strategies on how they might effectively use this data to influence prescribing habits, thereby transitioning from theoretical understanding to tangible action plans in their daily activities.

9. Align Your Presentation Content with Stakeholders

To ensure a smooth and effective session, engage with your key stakeholders well in advance to discuss the content and structure of your presentation. Inquire about any specific topics that should be emphasized or conversely, avoided during the discussion. Inquire about any cultural nuances within the organization that might influence your presentation’s reception.

This preparatory step serves multiple purposes. Firstly, it helps to prevent any unexpected surprises for your stakeholders, thereby ensuring that everyone is on the same page. Secondly, stakeholders should never experience the content for the first time alongside their organization—having a preview allows them to offer valuable insights and feedback. This can guide subtle yet impactful customizations to your presentation, enhancing its relevance and effectiveness for the audience. Lastly, this approach helps to mitigate any potential concerns or reservations, setting the stage for a more confident and coherent delivery. Remember, thorough preparation and alignment with your stakeholders not only demonstrate professionalism but also significantly contribute to the success of your session.

By implementing these presentation strategies, you’ll transform your pharmaceutical POA meetings into dynamic, collaborative sessions that drive memorable results. Remember, effective facilitation is about guiding the conversation, fostering engagement, and ensuring that every team member leaves with a clear action plan to boost engagement.