Medical Affairs Excellence Coordinator Interview
Town Hall Event Planning
Interview Brief- Option 1 Angela
August 15, 2023
Blackmon
R.
Town Hall Meeting Process
Planning and approaching a Town Hall Event requires superior organizational skills, strategic planning, and leadership capabilities. To execute and deliver a successful town hall meeting, I would implement a planning process that will meet the needs of the host, presenters, stakeholders, and attendees.
1 Purpose/ Scope
Determine the purpose of the meeting, and the expected outcome
Ensure that the objectives are met, meeting is well organized, and attendees are fully engaged
2 Planning 3
Calendar Management
Ensure that all essential event meetings are scheduled, venues are reserved, and schedules are allocated appropriately
4 Communication
Effectively communicate clearly defined & accurate information, and provide access to communication tools
5 Environment
Create a space that delivers the content/messages effectively to our audience
6 Logistics
Ensure that the logistics essentials are implemented
Town Hall
Scope
Helps to deliver and execute a flawless Town Hall that meets the needs of the presenters and attendees
Purpose/Objective
Identify reason for the Town Hall (standard, company announcement, celebration)
Expected Outcome
Determine the experience that we would like to leave the attendees with (Informational, Motivated, Empowered)
Messages/Content
• Select Content
• Identify Speakers/Presenters, Facilitator
• Activities
• Determine format for Q&A, Survey
Things to Consider
• Ensure date and time will accommodate global employees
Town Hall
Planning
Effective planning, will ensure that the meeting objectives are met, well organized, and attendees are fully engaged
Form Planning Team
• Determine Date ,Time, & Location
• Requirements
• Identify availability of Presenters & Stakeholders
• Determine Roles & Responsibilities
• Form Deadlines
• Create Agenda
• Identify Logistical Partners
• Create Timelines
• Confirm that the date is not impacted by other events
Town Hall Calendar Management
Reserve meeting rooms/venue
Schedule the event date & time with logistical partners (IT, Facilities, Communications, Catering)
Send Meeting Invites
Schedule Meetings
• Prep, Communications, Presenters, IT, Facilities, Catering
Presentation Deadlines
Technical Dry Runs
Debrief
Town Hall
Environment
How do we create a space that delivers the message effectively to our audience?
Things to Consider
• Will the meeting be recorded?
• Ensure room and seating will accommodate headcount
Confirm Attendance
(Seating arrangement)
Location
(Physical, Virtual, Both)
Technology Platform
(MS Teams, Cloud)
Theme
Music, Decor, Plants
Catering
Watering, Snacks
Meetings
Town Hall
Logistics
• Planning Team
• Stakeholders
• Prep
• Logistical Partners
• Dry Run
• Debrief
Tools
• Timelines
Broad
Specific- minute by minute
• Agenda
• Checklist
• SharePoint Site
• OneNote
Venue
• Stage layout floorplan
• Podium
• Seating Style
⚬V-Shape, Theatre
• Chair Height
⚬ Attire Recommendation
• Photography
• Decorations
• Catering
⚬Water/Snacks
Information Technology
• Computer power cords
• Microphones
⚬Lapel
⚬2-3 Hand Mics
• Screen Advancers
• Batteries
• Speakers
• Display Screens
• Monitors
3
Angela's Knowledge, Skills, Abilities
to Execute & Deliver a Town Hall Meeting
Strengths
Organizational Skills
Project Management
Effective Communicator
Proactive Thinker
Detailed Oriented
Good Listener
Specific Skills Needed
Leadership Organization
Proactive Mindset
Project Management
Creativity
Adaptability
Potential Challenges
1. Broad Invitations - Managing the space to ensure event is well attended
2 Preparing for technical difficulties
Solutions
1. Leaders to encourage attendance of their team
2. Ensure an IT member is allocated to attend event
August 15, 2023
MEDICAL AFFAIRS
EXCELLENCE COORDINATOR INTERVIEW
TRANSFORMATION PROJECT SUPPORT
INTERVIEW BRIEF - OPTION 2
Angela R. Blackmon
Transformation Steps to Approach Leadership
Approaching leadership regarding the benefits and impact of a transformation program within Medical Affairs requires a thoughtful and strategic approach. These steps will provide a comprehensive overview:
Clarify Objectives & Metrics
Quantify the Impact
Connect to Business Objectives
Communicate Effectively
HIghlight Continious Improvement
Provide Value/Benefits
Engage Key Stakeholders
Create Comprehensive Reporting
Plan /Approach
Clarify Objectives & Metrics
• Obtain a clear understanding of objectives and metrics to measure success.
• Utilize KP's (key performance indicators that demonstrates positive impact.
Engage Key Stakeholders
• Engage key stakeholders to get their input and support.
• This will build credibility and ensure alignment
Quantify Impact
• Provide data and evidence to quantify impact
• Analyze data before and after
• Conduct interviews, surveys, and gather feedback to display achievements
Continuous Improvement
• Inform leadership that the transformation program is an ongoing process
• New iterations will build & drive current success
Schedule Meetings/Presentations
• Meet with leadership to present the findings and discuss the impact
• Use visual aids to present data in a simplified and understandable format
Reporting
• Create a report that highlights the benefits and impact of the transformation
• Provide quantitative and qualitative data demonstrating how the program addresses the challenges and will improve operations
• Provide a roadmap to achieve outcomes
Identify Success Stories
• Provide success stories from other teams who have benefitted from the transformation
FAQ's
• Provide a list of frequently asked questions and concern that leadership may have and prepare answers and potential solutions
Follow -Up
• Follow up with leadership to address any additional questions, concerns or information
Value / Benefits of Transformation
• Opportunities and sustainability
• Enhance customer satisfaction
• Improve efficiency
• Drive agility
Proposed Agenda Topics
Meeting Purpose: To provide senior leadership an overview of the transformation benefit/impact
Objectives & Metrics
Impact/Challenges/Opportunities
Stakeholders Overview
Reports
Quantitative & Qualitative Data
Success Stories
Continuous Improvement
Value/Benefits
FAQ’s
Communication
Transformation Support Meeting with Senior Leadership
Strengths & Skills
Project Management
• Plan, organize, and execute the transformation program successfully
Strategic Thinking
Angela's
Knowledge, Skills & Abilities to present Transformation findings to Senior Leadership
• Understand and align the transformation program with organization goals
• Identify obstacles and opportunities
• Provide a clear roadmap to achieve outcomes
Problem Solving
• Identify potential obstacles & challenges
• Develop solutions
Stakeholder Management
• Address concerns and maintain alignment throughout the process
Data Analytical
• Gather & analyze data access impact
• Use data to make informed decisions
Adaptability /Resilience
• Be flexible and adaptative to change
• Ability to pivot
• Stay focus and persevere through challenges
Potential Challenges
Change Management
• Resistance of employees to accept and embrace change
Solutions
Implement change management principles
• Understand, plan, implement, and change
Sets clear goals for change initiatives
Provide support, address concerns, and foster a positive attitude
Drive focus on immediate action, measurable outcomes, and internal capabilities
