How to hold a meeting in a team
Formulate the main theme of the meeting. As a rule, the collective meeting is held on one urgent occasion. This can be, for example, an analysis of the work of the organization for the year or the transition to reduced working hours.
Think out the agenda. Its items will be specific issues that need to be discussed. They must be at least two and not more than five. Have questions about the degree of decrease in importance. If the topic of the meeting is quite extensive, put the last item on the agenda "Miscellaneous". Here you can deviate a little from the main topic and discuss small problems that concern the team at the moment.
Prepare speakers. For each item on the agenda of the meeting, a competent employee whose opinion iscollective authoritative. Warn him about the upcoming report for 1-2 weeks so that a person can calmly think through his message. 2-3 days before the meeting, talk with each speaker, make sure that the text of his speech is ready and corresponds to the stated topic.
Prepare a room for the meeting. It's good if your organization has an assembly hall or another room equipped for meetings. Otherwise, use the most roomy room. On the day of the meeting there it will be necessary to install a sufficient number of chairs, connect and configure the projector, computer and microphone, if they will be used. You can also pre-arrange for each meeting participant special folders with documents that will be discussed.
Alert all employees about the date, time and venue of the meeting. Use one of the traditional methods: place the information on the bulletin board, send the letter by e-mail, call the heads of the structural units, talk personally with each employee. Your choice will depend on the company's traditions and the number of employees.
Before the beginning of the meeting, register those present. This list you later attach to the protocol. Start the meeting by all means at the time that you planned and which was announced for the employees. Do not wait late, show the importance and seriousness of the event.
Declare the main theme of the meeting and the issues that will be considered on it. Invite the team to choose the chairman and secretary of the meeting. As a rule, the head of the organization or his deputy is elected chairman, and the secretary is the clerk or office manager. The Chairman will lead the meeting, maintain order and monitor the regulations. It is the responsibility of the secretary to maintain a detailed protocol: record speeches of speakers, questions to them, discussions and suggestions.
Adhere to the established schedule of speeches, otherwise your meeting runs the risk of dragging on until midnight and never make any decisions. As a rule, keynote speakers have at their disposal 15-20 minutes, but not more than 30. The co-rapporteurs speaking on minor issues must meet within 10-15 minutes. Speech of the participant from the audience is limited to 2-3 minutes. Answer the question can not more than 5 minutes. In case of exceeding time, firmly remind about the rules.
After the agenda of the meeting is exhausted, and all those wishing to speak, briefly summarize the meeting. If important decisions were made, their project should be read aloud for all those present.
Within two days after the meeting, you must prepare the final version of the protocol and the decisions taken. The protocol must be agreed upon and signed by the chairman of the meeting. Decisions and deadlines for their execution should be made known to all employees who are to implement them.