Manager has asked me to attend meeting for her WWYD?

[Packofnerves]

Manager has asked me to attend a meeting on her behalf as she has another meeting to attend.

I have been in my role 5 months now but I am nowhere as knowledgeable as she is and I only know the basic stuff as she is senior and has more involvement in the complicated stuff.

Some of the questions they have asked previously when I have attended with her I won’t be able to answer.

I don’t want to keep relaying that I’m unable to answer the questions. WWYD?

"I'll find out, and get back to you asap". Would that work? Assuming you do the meeting.

I’d go along as asked. It’s perfectly normal to deputise for a manager at a meeting now again. Your manager knows that you won’t be able to answer every question. It’s fine. Take notes and if there’s anything you can’t answer, just take it away as an action to find out and let people know. Honestly, this is not a big deal.

Go for the experience, if you’re asked any questions you don’t know the answer to, note then down and say you will get back to them with the answers after the meeting.

Just use some phrases like; I don’t know the answer to that but let me get back to you by the end of the day etc. I wouldn’t expect someone to know all the answers but show some initiative. Can you teams people during to the meeting and loop back during the meeting?

If I asked a more junior member of staff to attend a meeting for me, it's because I want to hear from them what was discussed, and maybe take something we would discuss beforehand. I would expect them to keep relaying that they don't have answers but will take it back to the team for comment, so don't worry about how many times you say it.

I would not want you to hazard a guess at anything!

I would ask you to read the minutes and agenda from last meeting and ask for clarification on any points you don't understand. So if you don't have these, ask your boss for them.

I have been in your position. You are being sent to represent your department. The other people will know that you don't have the authority to make a decision or know all the answers. Your role will be to take the information gleened at the meeting back to your manager. It is a good sign that your manager considers you capable of going on her behalf.

I just worry I’m going to look stupid it’s quite a long meeting to and she usually has quite a large involvement in the discussions.

Get her to brief you quickly before the meeting on issues likely to come up (and take notes). No-one will mind if you say you’ll get back to them about something, but if you are going to get back to them, make sure you do so promptly.

Will you get an agenda and previous minutes before hand? If you can get half an hour with her to sit down and look over things she may have stuff she wants you to raise, or can explain previous actions to you etc.

It's really fine not to know what your manager knows though!

I think you should explain to the other parties that you are deputising and may not be able to provide concrete answers to some questions or agree to definite future plans but discuss options and make full notes (will someone else be minuting the meeting?) and you will report
back to your manager and either you or she will confirm future plans etc.
On the other hand, maybe your manager wants to give you a chance to take control of something and spread your wings!

See it as an opportunity.
Do your homework before the meeting so you can be prepared, ask your manager for a briefing on questions likely to be asked.
Buts it's also OK to say you don't have all the information so you will get back to people after the meeting- and do so
Goof luck

Absolutely no one in the meeting will expect you to be able to answer anything with the level of detail that your manager usually does. You don't suddenly become that person when you're covering them.

You will be there to be her eyes and ears, and agree to take any actions on her behalf. Any questions you can't answer, just say you'll take it away to find out

Someone else will be taking minutes, I am able to give updates on things I know but all the complicated discussions and questions the usually ask I won’t be any help.

Exactly this. I would try not to sweat it, OP.

You say in the OP that you have attended with your manager in the past . So you will recognise some of the other people and should have some background knowledge. I think you need to accept this as part of your job. It doesn't sound as though you are being sent because your manager can't be bothered. She is double booked and considers this to be something she can trust you to cover.

Thanks! But knowing me I will loose sleep over it now 🤣

She wouldn't ask you to cover if she thought you weren't capable of it.

The other attendees will know you are standing in for her and only a complete asshole who try to take advantage of this.

Most of the people there will know less about the topic you gave been asked to cover.

I do this for my line manager loads. We usually have a quick chat beforehand and agree what we're needing to get from the meeting/what information she's happy for me to share/what are the parameters in which I can agree to things. So under no circumstances am I to agree we will dye the llamas pink, if they ask how tall the llamas are and I don't know I will agree to get back to them with the information, and if we don't cover it during the meeting I will raise the llama food shortage in AOCB.

The trick is to be confident in not being your boss. You don't know everything and you don't have the authority to agree to everything she might, and that is absolutely fine. In the unlikely event anyone is difficult about it everyone else will be thinking what a dick they are.

There is a blog called Ask a Manager which gives really good advice about work things like this and has done wonders for my professional confidence.

Thank you for breaking it down this way for me. For some reason I am expecting them to think I am as Knowledgeable as my manager which is ridiculous.

Hey OP, you are clearly conscientious hence stressing over this . You have received some great advice here, hopefully you can get some sleep and relax about it.