Leading Effecive Meetings (I)
Meetings are part of daily routine within company. Learn how to establish and maintain the effective meeting routine.
Posted: Mar 2012
Different kinds of meetings occur daily in every department of the company. The purpose of the meetings is to exchange information, review business indicators, negotiate, agree and plan future activities.
The leader of every meeting should ensure that a meeting serves its business objectives while using appropriate interpersonal styles and methods and considering the needs and potential contributions of others.
The leader of the meeting needs to follow basic rules of the meeting. The effective meeting requires leader to:
Open discussions effectively
Clarify the current situation
Develop others’ and own ideas
Close discussions with clear summaries
Use Key Principles
Preparation for the Meeting
Preparation is necessary for every meeting. Preparation does not always need to be detailed, but it should be effective and straightforward. It is necessary to define the purpose of the meeting. It is necessary to list specific outcomes that should or must be produced from this meeting. The meeting leader needs to plan the starting and ending times of the meeting. He/she should timely notify members of the purpose, the agenda, necessary preparations, and time and place of the meeting.
If specific resource persons are needed, it is necessary to advise them and prepare them for the meeting. All necessary physical arrangements should be made ( room, infrastructure, etc ). In some cases it is necessary to provide work items (e.g., pencils, charts, data sheets, reports)
During the Meeting
During the meeting the leader needs to describe the importance and purpose of the meeting. It is necessary to make an effort to establish a climate of trust. In some case it is necessary to present printed information handovers. It is always helpful to create atmosphere that stimulate creative thinking. The spirit of teamwork and cooperation should be promoted.
Follow-up the Meeting
Meeting leader should remind members who agreed to do post-meeting work.
The meeting minutes should be written and distributed.
It is recommended to use standardized meeting minutes format, in order to help the understanding and clarity of message. Next meeting should start with reviewing of the previous meeting minutes.
Benefits of an effective Meeting
Effective meeting will bring the attention to important issues are events. Time is optimally exploited. Team members do not “shut down” and stop contributing to the meeting. High-quality decisions are made during the effective meetings. Every meeting should be value adding to the process that is subject of the meeting.
Meeting Leader Tips for Running an Effective Meeting
Don’t compete with group members. Give their ideas precedence over yours.
Listen to everyone. Don’t put anyone on the defensive. Assume that everyone’s ideas have certain value. Control the dominant people without direct confrontation. Realize that your interest and alertness are contagious.
Keep all participants informed about where they are and what’s expected of them. Keep notes on flip charts or a board that everyone can see.
Check with the person who owns the problem and find out if an idea is worth pursuing or if a proposed solution is satisfactory. Give others a turn at running the meeting. Those who learn to lead learn how to participate.