Page 130 - Budgeting for Managers

Preparing for Presentation
unprepared. Here are some issues that you can mention when
asking the reason for the presentation:
•A routine review to ensure understanding of a budget
and work plan that is likely to be approved. 113
•A close review of a budget and work plan or project plan
that is crucial to business success.
•A close review of a budget to see if it can be reduced.
•A competitive review where limited money is distributed
to different budgets.
Once you know the purpose of the meeting, you can design
a presentation and an agenda to meet the meeting’s objectives.
What will the results of the meeting be? Will there simply be a
sharing of information and explanations? Or will there be a deci-
sion during the meeting or following shortly? Will only the total
budgetary amount for the department be decided or will each
line item be reviewed? Are a project plan and project goals
being reviewed at the same time?
A written agenda makes meetings much easier, espe-

Preparing an Agenda
For every meeting, prepare an agenda and deliver it in
advance.An agenda should be one or two pages long. Here
is what it should look like:
• At the top, list the date, time, and place of the meeting.
• List everyone who is attending.
• State the purpose and goal of the meeting.
• List all of the activities of the meeting, in this order:
–Information items—short things you want to tell everyone that
don’t require discussion.
–Brainstorming items—items for discussion that do not need to be
resolved in this meeting (one or two per meeting).
–Decision items—topics with clear alternatives to be discussed and
a decision to be made (one or two per meeting).
–Attach any items (such as your budget) that should be read in
advance of the meeting and deliver the agenda at least two days in
advance by email or in printed form.