Tip 1: How to organize a meeting
Before convening a meeting and inviting a certain list of participants to it, state the purpose of the working meeting. Specify for yourself: what solution it should complete. The result may be the approval of a work plan for a specific period, the development of a draft of a current order, the compilation of a network schedule, etc.
If a problem is resolved at the meeting, the purpose of the business meeting will require answering the questions: why, why, and how. There is an immutable rule: before you negotiate, you must agree on what will be discussed. It may happen that the authoritative participants of the meeting will be in the opinion that the declared problem does not exist. Special meetings - on generation (development) of ideas. They can be held in the form of the so-called "brainstorming." The situation for such a procedure requires a non-standard, creative.
An important stage in the preparation of the meeting is the wording of the agenda. The meeting may be useless and unproductive if its informational and problem components do not work. Therefore, think carefully about setting the topic of conversation. Compare: "The question of the growth of 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 - into solving urgent problems.
Equally important 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 on the solution of a problem may obviously be dominant and more preferable. The best option could be any other room (conference room, spacious room). Remember: a comfortable communication zone is about a meter away. Whenever possible, consider this when placing the chairs. Round or oval tables are good for meetings. A retreat may be even more appropriate in specific situations, but this is a very costly option.
Thoughtfully plan a meeting time. It is not rational to prescribe it before the lunch break or at the end of the working day. Morning hours are preferable. If the meeting is scheduled long, arrange breaks or coffee breaks (every hour - for 5-10 minutes). If you need to hold an informational meeting-operative, the option is possible without a classic meeting, i.e. without chairs.
He disciplines the employees of the organization and becomes a part of corporate culture with a clear schedule of meetings: it is recommended to hold them on a fixed day of the week and at a certain time (for example, on Friday morning).
Serious meetings often require clarity: a demonstration of tables, diagrams, and display of video materials. It is desirable to have for these needs a marker board, flip chart, screen.
Conducting meetings is one of the most important tasks of any manager. Much depends on how it will be carried out and what decision will be made later. As the statistics show, the manager spends 80% of the time on meetings and conferences. In essence, 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 him in advance so that others can prepare.
There are several main types of meetings: problem solving, decision making, reporting, exchanging opinions and feedback. It is necessary to understand the two main ones:
- Solution to the problem. A type of meeting at which a problem is identified and then solutions are found.
- Decision-making. The type of meeting at which a particular solution is chosen for subsequent implementation.
The decision can be unanimous, chosen by voting or based on the opinions of specific individuals. Most often these are managers, experienced workers or major shareholders (if any).
In order to properly conduct a meeting, it is necessary to prepare in advance and decide:
- who and how can help with the decision;
- in which room it will be held;
- how much time is required;
- what equipment is needed to hold.
There are several schemes for conducting a meeting. For example, in a democratic society, a voting system is more acceptable and indicative. Although, as practice shows, the decision taken by the leader is more stable and takes less time to make itself. It is important to remember that the debate is not the preferred scheme. Their duration is directly proportional to the topic. That is, the simpler and clearer the question, the longer its discussion will continue. So, there is a risk that the decision will be delayed indefinitely.
Also, there are several immutable, auxiliary rules:
- The meeting is worth starting on time. Wards who are always late can be given some kind of task. Thus - to motivate.
- To be interested in the beginning of the meeting - whether everyone can stay until the end. If not, ask the reason. This will reduce the temptation of careless employees to leave to the end.
- Write questions on the board. This will eliminate unnecessary repetitions.
- Listen to all the proposed ideas. Do not allow someone to disrespectfully dominate.
- If someone by their unacceptable behavior disrupts the course of the meeting, ask them to leave. Then continue the meeting again.