Meetings called in the Office

Meetings are called by different people in high level positions. They can be review meetings, new strategy announcements, progress of a project or other important announcements. Sometimes even the CEO or MD may be heading the meeting. It is to be remembered that no body in higher position calls a meeting for fun. A meeting is called to conduct serious business or work. The time for the meeting is informed to all concerned well in advance. Each of the participants must do his homework properly and attend the meeting well informed and prepared. The review meetings called by departmental heads may be more frequent and further high level meetings can be organized as and when required. Statutory Board of Directors meeting are held once in 3 months.

Very few employees seem interested in office meetings, while for others meetings are a real waste of time. But the fact is meetings are very important and they can actually make or break your career. Here is a list of things that you should avoid doing in an office meeting if you really love your job.

Take over the conversation: When a meeting is on, make sure you let the senior figures contribute first. Let them finish and then you can share your ideas. But don’t try and control or take over the meeting. Most importantly, never interrupt while someone is talking. And talk only if you have an idea to share or when you’ve been asked to talk.

Make your statements sound like questions: Phrasing your statements in a question format invites others to say no, argue or take credit for your ideas. So, make sure you don’t always speak in declarative sentences such as “Let’s do more research on that or what we should do is…”

Misread signals: Very carefully listen to what people say in a meeting. That will help you understand how open they are to your ideas. You also need to make sure your message is relevant to your audience. So, be clear and precise in whatever you say.

Get panicky: Unfortunately, for some employees, meetings are a battleground. If you become the victim of a put-down or accusation, calmly defend your self instead of feeling scared.

Chewing gum: This is the most annoying thing one can ever do during a meeting and it shows how much you respect your boss and your co-workers. It truly creates a bad impression. Slopping, popping, cracking or chewing like a cow in a meeting is annoying and very unprofessional.

Keep your cell phone off: Always turn off your cell phone during a meeting. A ringing phone interrupts the presenter and distracts the audience. And whatever you do, never take a call in middle of the meeting.

Wander off topic: Please don’t hijack the agenda. Stay focused on what you, your boss and your co-workers are trying to accomplish. First finish discussing the current topic and then jump to another one. That too only if everyone present at the meeting is fine with it.

Skip it: Missing it is the worst thing to do. You never know if your super boss decides to turn up for it. Your absence will definitely be taken seriously then. After all, in the end, meetings are not just about productivity they are also about projecting a positive image and building professional relationships.

Meetings are mostly of two kinds. One is a departmental meeting called by the departmental head. Either he may announce a working strategy on a particular project assigned to the department or he may want to review the progress on various tasks of different staff members within the department. In case of latter the departmental head might have announced the agenda in advance and it is expected that all the concerned in the department are ready with their working progress and expected completion time of the tasks assigned to them. The departmental review may be weekly or monthly.

The second category of meeting is called by the CEO or V.P. and departmental or functional heads are called for this meeting. This type of meeting may be called for once in a quarter or even once in a month. The agenda may be mostly for deciding a consensus on strategy, cost cutting, market scenario etc., where the functional or operational heads may have to contribute their expertise. The meeting may be one (top boss) to one (head) or one to required heads.

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  • Suribabukomakula

    Official meetings are very essential to dissiminate the policy of the comany or firm to its employees. It is also required from time to time to allocate such and such functions to the various categories of employees to discharge in their way of attending to their legitimate duties. Simply conducting meetings and later forget about the findings is not acceptable. If any CEO/MD/Chairman, conducts meeting with his officials, a detailed minutes of the meeting has to be drafted and communicated to all concerned, with a specific direction to attend to the work / functions allocated to them within a prescribed time frame of work. Again the minutes of the meeting have to be reviewed in the next official meeting to identify the quantum of work being attended to be the concerned within the stipulated time and the reasons for failues in the work done. If the minutes are not communicated and reviewed in the specified time, the very purpose of the conduct of the said official meetings would be defeated. Meetings should be effective and serious so that all the employees present in the meeting would take care  of their activitieis in a proper way.


    good post

  • devasis pattanaik


  • Rajeev Verma

    good knowledge

  • Baislahrpmc

     Sir i want know that one employee absent saturday and monday.he took leave saturday and monday.and he want to pay sunday.

  • Suribabukomakula

     If the employee is a regular employee on rolls, and if he has leave title in his leave account, he is entitled to apply for leave on Saturday and Monday, duly suffixing holiday on Sunday. As such he is entitled to receive salary fir Sunday also.

  • K Vijayaraghavan

    I fully agree to the views of Mr. RamaRao and Mr Suribabukomakula.
    Another important point which I feel to be added is circulation of the agenda and time frame. I see these aspects are missing in many meetings and unwanted topics are raised and meetings become a ground to sortout basic issues.

  • Misra648

    Indicative posting matching to requirement 

  • Hariharan_ps

    If the CEO or MD or VP has called for a meeting, we may have to attend the meeting along with our functional head or boss. It is utmost important to maintain a modest presentation that too when the MD or senior most try to get some information regarding an o
    n going project which is related to the function where we may work. We have to be careful in case our briefings may affect unknowingly our immediate boss which he might not have told the MD in some other meetings or occasions.Sometimes seniors try to find out some truth in front of our immediate boss. However it is necessary to put the facts before the seniors since they are the deciding authority on any matter finally. At the same time we should not put our immediate boss into any embarassment . Hence it is better to have a short meeting with our own function group prior to attend the MD or CEO meeting.  We should also sort out any difficult queriesduring this short meeting since same may be asked by our own functional head in the presence of MD or CEO. It is better to put up a uniform answer to all queries in stead of giving varied replies during such meetings. However at the end of the day we should understand the aim of such meetings and plan very well so that we emerge out successfully and also have the contentment of our true contribution. The meetings also give a learning experience. Sometimes the meeting may not concern our function but still we may be participant. In such occasions, it is truely a learning experiencesince we become an audience to watch an area where we hitherto have not done any thing..

    P S Hariharan

  • Suribabukomakula

    Dear Vijayaraghavan garu

    Your are right. It is a common feature most of the Heads, will not communicate the Agenda items for discussion in the meetings. More over, the items of discussions are also sidetracked many a time, wasting the precious time. This is not correct. Specific Agenda items are to be identified and communicated well in advance to all the concerned to attend the meeting duly prepared in advance for discussion.  It is also another common feature, that the Presiding Officers  of the Meetings, may not, some times, allow others to speak on the issues, the pros and cons, and the opinions, and the draw backs for implementation of certain decisions etc. They also wanted to issue instructions authoritatively for getting the works done to all the concerned in the meetings. In such cases, there is no need to call for a meeting for such instructions. Simply they can communicate written orders/instructions to the concerned to adhere them strictly. The purpose of official meetings is that to elicit the proposed  policies/norms/standards/agreements etc., to the employees with a view to discuss them in true letter and spirit by obtaining considered views of the other members. Another thing is that frequent conduct of the meetings also not appreciable, as it would kill the precious time of others. It is also advisable to conduct official meetings once in a month, at least that too in the first Monday of every month, so that the important items/issues can be discussed in general and decisions taken with proper communication of Agenda items for discussion, and minutes of the meeting specifically indicating the concerned officials to take follow up action on such and such items, and reporting to the concerned Head with in the stipulated time, subject to detailed review in the next meeting to be convened.

  • Valan

    Very good article.If all of follow the same the meeting will be very fruits full and deliver proper things.

  • very comprehensive and informative.