THE ART OF CONDUCTING EFFECTIVE MEETINGS
Meetings are like a double swordâ€”it can either waste your time or you can scale up your business. It all depends upon how effective you are in conducting meetings. The participant in the meeting should declare without loss of time what is his suggestion or action plan in the interest of the purpose for which the meeting is convened.
Meetings, meetings and more meetings! As you climb higher on the corporate ladder, and as your business grows, meetings will become an inevitable part of your life. Meetings are essential part of a good team work and effective communication and follow up on planned actions by concerned executives. This will help the â€˜Headâ€™ or â€˜Chiefâ€™ to get a feed back on the results.
The following are also some tips that can help you at meetings:
Most meetings end up as a big waste of time because there is no clear agenda. The purpose of the meeting has to be clear. As given above, the best meetings are the ones that take into consideration the vision of the company, or what is of interest to the seniors.
Preparing an agenda gives a sense of direction for the meeting. If you are the one who is the organizer, make it a point that the agenda is clearly communicated to others. Also, see to it that participants are told in advance about the day, time and venue of the meeting to have maximum attendance and least confusion.
Bill Gates wrote it in his book, â€˜business at the speed of thoughtâ€™ â€œThose meetings that are planned well in advance are the most effective onesâ€?.
You can be open for a brainstorming session or a discussion. But that should not allow the meeting to go astray.
The chairperson, you need to give the meeting a sense of direction.
You have to be like a good television talk show anchor: when the answers to any question go out of the way, or if the person being asked is talking too much, you cut him off diplomatically, and move ahead to the next question.
Talk to the point:
This is very critical. Meetings need to be started off like any other session. Be casual ask about how things are, find out if all is well, offer tea, warm up the discussion etc.
However, as the meeting proceeds, it is very necessary to come to the point as soon as possible. This is where the time has to be monitored by the chairperson or person responsible for conducting the meeting.
Therefore, the success of any meeting lies in having only a few and important points in the agenda. Most importantly, as the meeting comes towards an end, make an action plan and who should do what and who is responsible to complete or implement the action. Take decisions and execute it. Otherwise, it will be like that old office joke, â€œWhen our boss has nothing to do he calls a meetingâ€?.