Tip 1: How to organize a meeting
Before calling a meeting and inviting a certain number of participants to it, formulate the purpose of the working meeting. Specify for yourself: what decision it should end. The result can be the approval of the work plan for a certain period, the development of a draft of an actual order, the drawing up of a network schedule, etc.
If a meeting solves a problem, the purpose of the business meeting will require an answer to the questions: why, why and how. There is an absolute rule: before agreeing, we must agree on what will be discussed. It may happen that authoritative participants in the meeting will be at the opinion that there is no declared problem. Special meetings - on the generation (development) of ideas. They can take place in the form of a so-called "brainstorming". The situation for such a procedure is necessary non-standard, creative.
An important stage in the preparation of the meeting is the wording of the agenda. The meeting may prove to be useless and unproductive if its information and problem components do not work. Therefore, clearly think about the topic of the conversation. Compare: "The issue of increasing sales of product A in the retail network" and "Coordination of actions to increase sales of product A in the retail network." In the first case, the discussion can turn into banal reports, in the second - in the solution of painful problems.
Of no small importance is the venue of the meeting. There is a correct psychological observation: if the discussion is held in the office of the head, his view of the solution of a particular problem can certainly be dominant and more preferable. The best option can be any other room (conference room, spacious room). Remember: a zone of comfortable communication - a distance of about a meter. If possible, consider this when arranging the chairs. Good for meetings round or oval tables. A retreat may be even more appropriate in specific situations, but this is a very costly option.
Think carefully about the time of the meeting. It is irrational to appoint it before lunch break or at the end of the working day. Morning hours are preferable. If the meeting is planned for a long time, arrange breaks or coffee breaks (every hour - for 5-10 minutes). If you need to hold an information meeting, an operative, a variant is possible without a classic meeting, i.e. without chairs.
It disciplines employees of the organization and becomes a part of the corporate culture a clear schedule of meetings: it is recommended to hold them on a regular day of the week and at a certain time (for example, on Friday morning).
Serious meetings often require clarity: demonstration of tables, diagrams, video presentation. It is desirable to have a marker board, a flip chart, a screen for these needs.
Holding meetings is one of the most important tasks of any manager. Much depends on how it will be conducted and what decision will be subsequently taken. As the statistics show, 80% of the time the manager spends precisely on meetings and conferences. In fact, this component is the main part of his work.
In order to hold a meeting and it was successful, you need to properly organize and prepare it. It is advisable to inform in advance about it, so that others can prepare.
There are several main types of meetings: problem solving, decision making, report, exchange of opinions and feedback. It is necessary to understand two main:
- Solution. The type of meeting in which the problem is identified, and then find ways to solve it.
- Decision-making. The type of the meeting in which a particular decision is chosen for subsequent implementation.
The decision can be unanimous, be chosen by voting or be based on the opinion of specific individuals. Most often these are managers, experienced employees or major shareholders (if any).
In order to properly hold a meeting, you must prepare in advance and decide:
- who and how can help in making a decision;
- in which room it will be conducted;
- how long it will take;
- what equipment is needed for the conduct.
There are several ways of holding a meeting. For example, in a democratic society, the voting system is more acceptable and indicative. Although, as practice shows, the decision taken by the leader is more sustainable and takes less time for self-acceptance. It is important to remember that debates are not an entirely preferred scheme. Their duration is directly proportional to the topic. That is, the simpler and more understandable the question, the longer its discussion will continue. So, there is a risk that the decision-making will be prolonged indefinitely.
Also, there are several unshakable, auxiliary rules:
- The meeting should start on time. Wards, who are always late, you can give some assignment. In this way - to motivate.
- To be interested in the beginning of the meeting - will everyone be able to stay until the end. If not, ask the reason. This will reduce the temptation of negligent employees to go to the end.
- Write down the questions on the board. This will save you from unnecessary repetition.
- Listen to all suggested ideas. Do not allow someone to disrespectfully dominate.
- If someone with his unacceptable behavior violates the course of the meeting - ask to retire. Then again, continue the meeting.