Council 1: How to hold an effective meeting
Remember the main signs of an effective meeting. They are few: 1. The meeting has a specific purpose; 2. The organizer conducted all necessary preparatory work; 3. The meeting is attended only by interested employees who are directly related to the issues under discussion; 4. The discussion does not deviate from the main topic; 5. As a result of the meeting, the nearest plans are defined and the staff members are given specific instructions. All these issues should be supervised by the head personally, especially if the organization has not yet established a mechanism for holding effective meetings.
State the Central theme of the meeting. It needs to be relevant and understandable to employees. It is very important that a working meeting had a specific goal: to develop a plan of activities, to approve the decision to put forward the idea, etc. For example, it is not necessary to discuss the global economic crisis, if your advertising Agency has reduced the number of customers. The meeting in this case, you need to devote to the expansion of services and changes in the system of discounts.
Prepare a detailed agenda of the meeting. In it, specify the main topic, the issues to be discussed, the names of the rapporteurs, the list of invited, the date, time and place of the event. Each agenda item should detail the main theme of the meeting, to reflect any aspect of it. To group questions can be either according to the principle "from simple to complex", either in an analytical manner – "the existing situation – its origin and possible solutions".
Attach to the agenda, the rules of the meeting. It determine the time for the performance of the main speakers, on the information of the co-rapporteurs on specific questions and for discussion. Make the rules even for small office meetings. So you train yourself and your employees to appreciate working hours, to keep within the allotted time, to Express thoughts clearly and to the point.
Familiarize employees with the agenda in advance. Send it by corporate e-mail or hand it to each guest atthe meeting. Ask everyone to prepare for the discussion. Focus on what you expect from each participant in the proposals within its competence.
Startthe meeting his own small performance. Within 3-5 minutes, tell us about the reason that prompted you to organize this meeting, and about the result you want to achieve. Then familiarize the participants with the agenda and work schedule.
Guide the discussions. Maintain a friendly but constructive discussion. Encourage each participant of the meeting to Express their opinion, refer to the "undecideds" with personal issues that require a detailed answer. Tactfully but firmly prevent attempts to divert the conversation away from the main problem. For each question intermediate results.
Finishingthe meeting. again verbalize the decisions made and instructions given to employees. Make sure that all participants understand their tasks and remember deadlines. Important points record. Send a copy of it professionals responsible for the execution of orders and staff involved in the implementation of the decisions taken.