Key tips on how to lead a business meeting

One point I’ve tried to make repeatedly in this column is that knowing your science isn’t enough. To be a successful superintendent — whether at your own club or as a path to other jobs — is to master a full arsenal of skills: Everything from financial management to personnel, communication to volunteering. The better you handle a range of subjects, the greater your value.

An often-overlooked talent is the ability to lead meetings. From small gatherings to full-membership presentations — at your club, at another club, at a local or regional professional association, at a trade show — the ability to command and keep the attention of the group isn’t something most of us are born with. But we do know our stuff.

Getting tapped to lead a green committee or member meeting is a bit like being handed the mic at karaoke night: it’s both a compliment and a test. And the bigger or more prestigious the room, the greater the honor. But regardless of who, where and why, your ability to control the situation comes down to one thing.

Preparation.

Know your numbers — and everything else. Most of us aren’t natural-born public speakers. What the audience will remember isn’t how you said something, but what you said, your command of the facts. Know your material inside and out. Never try to wing it. Budgets, statistics, names, dates, how long something takes, who’s the best at doing it … have command of the subject.

Expect questions — and challenges. Rest assured that someone is going to push back at something you say. Anticipate the questions sure to come up. As a mental exercise, imagine someone in the audience is mad that you got to speak and they didn’t. What would they say to trip you up and lessen the group’s confidence in your expertise and leadership? To answer questions before they’re asked, tailor your talk to the knowledge level of the group. Are they agronomists or everyday golfers? Do they speak the language? The more you know about the audience, the easier it is to win them over with the right amount of explanation and jargon.

Stay one step ahead. The true mark of a leader is knowing what’s going to come next. You want to avoid awkward surprises. Talk with people on the ground, which might be members of the club, other industry experts, club officers or employees. If you’re speaking at your own club and get thrown a curveball, you have no one to blame but yourself. At another club or an association function, it’s imperative you pick the brains of others so you have a lay of the land. At another club, for instance, you’ll want to walk or play the course in advance so you know what everyone is talking about.

It always comes down to money. If dollars and cents are involved — and aren’t they always? — be extra well prepared. Expect there to be finance types in the audience waiting to run your numbers and wanting to justify every expenditure. If your presentation involves a budget, especially if it’s on a slide or part of a handout, double- and triple-check it. Even a tiny, innocent mistake can come back to haunt you.

Keep your cool. When the going gets tough, the tough stay confident. No matter what happens, stay cool, stay honest and stay the course. If you don’t know the answer, don’t try to fake it. Nothing erodes trust faster than dishonesty. If you have to get back to them with a response, say so (and ask yourself why you hadn’t anticipated the question).

The three Ps. If things start to get sidetracked, stick to the three Ps: Be patient, polite and professional. Get the proceedings back on topic where you’re the expert and you’re the center of attention.

A workman is as good as his tools. Photographs, videos, sketches, PowerPoint … use every tool available to make your points. In fact, most presentations are better with visual aids. On the flip side, don’t talk so much that people tune out. Build in breaks that allow for questions and the chance to repeat and reinforce key thoughts.

Maintain authority and control. As the meeting leader, you set the vibe. Don’t get thrown off by interruptions, and don’t let those interruptions last too long. If someone else wants to speak, that’s great, but let them know when it’s their turn. (There’s nothing wrong with saying at the outset that there will be lots of time for questions.) Again, you’re in charge, you set the rules.

Leading a meeting isn’t about being the loudest in the room: It’s about being the most prepared. Know your material, anticipate challenges, keep it real, and remain confident. Do all that and you won’t just run the meeting — you’ll own it.