VELUX: Shorter decision papers, better decisions

The challenge

About once a month VELUX project managers enter 'the lion's den': a stage-gate meeting where senior directors decide whether a development project goes ahead (GO), goes back for more testing (RE-CYCLE) or is stopped (KILL). Five days beforehand, the decision-makers receive a decision paper. But:

• key messages were lost in technical explanations and caveats
• the papers were often 20–30 pages – too long to be read
• the recommendations weren't tailored to the leaders' needs
• project managers didn't stand their ground when presenting

Our approach

We trained the project managers in four questions:

• How do we cut a text so the most important point for decision-makers comes first?
• How do we use earlier decisions actively in our argument?
• How do we use data and caveats as part of the argument?
• How do we answer critical questions persuasively and keep a cool head under pressure?

The result

• Shorter decision papers focused on what decision-makers need to know
• More effective stage-gate meetings with fewer attendees
• Project managers who step up: 'From project manager to project leader'
• The courage to kill weak projects – and a faster path to market for the strong ones

Presentations and meetings

The collaboration expanded with two English-language courses for VELUX staff: Present with Impact and Lead and Facilitate Effective Meetings. Both started with a self-assessment, a short webinar and pre-reading, followed by two course days with input, exercises, video recording and individual feedback – and written follow-up afterwards.

• Present with Impact: presentations that engage decision-makers, with clear messages and a credible presence.
• Lead and Facilitate Effective Meetings: why we meet, meeting roles and credibility, an effective kick-off, facilitation tools, difficult questions and virtual meetings.
• Embedding: Participants prepared an agenda for a real meeting and scheduled follow-up with a colleague and their manager, so the tools were used after the course.