Individual Report

MEMODRANDUM

Date: April 23, 2021

To: Human Resources Management

From: Bryant Trujillo

Subject: Dealing with quarterly meeting anxiety and discomfort.

During these times of quarterly meetings when various departments must present progress reports, there have been talk of staff discomfort. Commissioned by human resources and various managers, I began speaking to staff following their presentation. I have discovered that many of them underperform in their presentation due to anxiety. They believe this anxiety stems from a lack of preparation time allowed by senior staff and a lack of vital information. As a result, this a report on my findings as requested by HR management and senior staff of various departments.

· Lack of Preparation. Many of the staff I interviewed seem to feel unprepared for the task at hand. There was not enough time set aside during their workday to review and prepare everything they were presenting. They need this time to get comfortable with the material if they are to feel confident and comfortable in front of their peers. This time must be allowed during their work hours and hourly staff specifically should not have to find time outside of their shift to prepare.

· Lack of Material. In order for them to get comfortable with the information they are presenting, they need all the supporting information as well. Some of the staff informed me that they were asked a question they should have known the answer to but were told by management that it was not necessary. Once they did not know how to answer that specific question, it derailed the course of their presentation because they felt a loss in confidence.

· Lighter Workloads. Many of the staff feel that it’s overwhelming to have their usual full work load on top of having to prepare for their presentation. I understand work requirements still have to be met but the pressure of added responsibilities can become a hindrance on both their presentation material and their daily task load. One solution can be that the quarterly meetings be scheduled around a time in the month when there is less work across all departments.

· Interdepartmental Collaboration. Finding a solution has been difficult because allocating time or implementing methods for different departments to build relationships and rapport is not easy. Most staff members of their corresponding departments claim to have an easier time presenting to their immediate coworkers despite a lack of preparation or full knowledge because they feel comfortable due to their existing relationship. Perhaps scheduling a day prior to the commencement of the quarterly meeting to build that needed relationship and rapport with their department counterparts may allow for some relief.

· Mental and Physical Wellness. A healthy diet is necessary for people to feel and perform well. Food high in sugar, sodium and trans-fat should be avoided at all costs. Fruit and light snacks should be available for the staff to maintain a steady flow of nutrition and energy throughout the day. If they feel better, they’ll do better. Lending a helpful hand to your employees can make a huge difference in their performance due to the confidence they’ll receive in knowing their management team has their back. Also allowing breaks in-between meetings for getting some fresh air or a brisk walk can help the staff maintain a clear mind.

· Allocation of Funds for Training. The staff member that was designated to present their quarterly report by management tends to be their top employee. An expert in their field doesn’t necessarily translate to an expert in presenting during a meeting. Outsourcing for training would be a sound investment in your employees that would result in more effective and productive quarterly meetings.

References

2011-2021, (. (n.d.). Coping with Presentation Nerves. Retrieved from http://www.skillsyouneed.com/present/presentation-nerves.html

Fear of public speaking: How can i overcome it? (2017, May 17). Retrieved April 24, 2021, from http://www.mayoclinic.org/diseases-conditions/specific-phobias/expert-answers/fear-of-public-speaking/faq-20058416

How to not be nervous for a Presentation: 19 tips to calm nerves. (n.d.). Retrieved April 24, 2021, from http://www.indeed.com/career-advice/career-development/how-to-not-be-nervous-for-a-presentation

Uiowacounseling. (n.d.). 30 ways to Manage speaking anxiety. Retrieved April 24, 2021, from https://counseling.uiowa.edu/self-help/30-ways-to-manage-speaking-anxiety/