The following are also some tips that can help you at meetings:
1. HAVE AN AGENDA
Most meetings end up as a big waste of time because there is no clear agenda. The purpose of the meeting has to be clear. As given above, the best meetings are the ones that take into consideration the vision of the company, or what is of interest to the seniors.
Preparing an agenda gives a sense of direction for the meeting. If you are the one who is the organiser / host make it a point that the agenda is clearly communicated to others. Also, see to it that the participants are told in advance about the day, time and venue of the meeting to have maximum attendance and least confusion.
As Bill Gates wrote it in his book, ‘Business at the speed of thought ’, “Those meetings that are planned well in advance are the most effective ones”
2. GIVE A DIRECTION
You can be open for a brainstorming or a discussion. But that should not allow the meeting to go astray. As a chairperson, you need to give the meeting a sense of direction.
You have to be like a good televison talk-show anchor: when the answers to any question is going out of way, or if the person being asked is talking too much, you cut him off diplomatically, and move ahead to the next question.
3. COME TO THE POINT ASAP!
This is very critical. Meetings need to be started off like any other session. Be casual – ask about how things are, find out if all is well, offer tea, warm up the discussion etc.
However, as the meeting proceeds, it is very necessary to come to the point as soon as possible – ASAP! This is where we have to monitor our time.
Therefore, the success of any meeting lies in having only few and important points in the agenda…Most importantly, as the meetings comes towards the end, make an action plan. Take decisions and execute it. Otherwise it will be like the old office joke, “When our boss has nothing to do – he calls a meeting!”
From India, Hyderabad
681. HAVE AN AGENDA
Most meetings end up as a big waste of time because there is no clear agenda. The purpose of the meeting has to be clear. As given above, the best meetings are the ones that take into consideration the vision of the company, or what is of interest to the seniors.
Preparing an agenda gives a sense of direction for the meeting. If you are the one who is the organiser / host make it a point that the agenda is clearly communicated to others. Also, see to it that the participants are told in advance about the day, time and venue of the meeting to have maximum attendance and least confusion.
As Bill Gates wrote it in his book, ‘Business at the speed of thought ’, “Those meetings that are planned well in advance are the most effective ones”
2. GIVE A DIRECTION
You can be open for a brainstorming or a discussion. But that should not allow the meeting to go astray. As a chairperson, you need to give the meeting a sense of direction.
You have to be like a good televison talk-show anchor: when the answers to any question is going out of way, or if the person being asked is talking too much, you cut him off diplomatically, and move ahead to the next question.
3. COME TO THE POINT ASAP!
This is very critical. Meetings need to be started off like any other session. Be casual – ask about how things are, find out if all is well, offer tea, warm up the discussion etc.
However, as the meeting proceeds, it is very necessary to come to the point as soon as possible – ASAP! This is where we have to monitor our time.
Therefore, the success of any meeting lies in having only few and important points in the agenda…Most importantly, as the meetings comes towards the end, make an action plan. Take decisions and execute it. Otherwise it will be like the old office joke, “When our boss has nothing to do – he calls a meeting!”
From India, Hyderabad
Together with the Agenda, the chairperson has a very important role to play in a meeting. Here are a few examples of how the chairperson can guide a meeting.
The chairperson has to be decisive and ensure that loudmouths and pressure groups are not allowed to hijack decision making during meetings.
The chairperson also has to safeguard against people repeating arguments with a view to support a view. At such times it may be useful for the chairperson to abstract the issue and state it to request for a vote by show of hands.
Further, if at a meeting, the time allowed to issues is sufficient for a good proportion of the participants to contribute, then the chairperson must try and encourage greater participation. Sometimes the quiet people are the ones who can make the most productive contribution.
The chairperson must quickly spot any tendency towards one-upmanship and quickly put it down with good humour and diplomacy.
If the meeting is part of a series of meetings to address particular issues or departmental activities the chairperson must insist on preparing an Action and ensure that it is reviewed at each meeting.
The chairperson can also help maintain a list of decisions taken at a meeting. In some cases, the items from this list can serve as useful input to prepare a process or procedure manual.
There is a lovely little book with the title 'Management Guide to Running Meetings' by Kate Keenan, which Pustak Mahal has published in India by arrangement with Ravette Publishing, available for Rs. 30 for all those interested in organising and conducting meetings.
From India, Chennai
The chairperson has to be decisive and ensure that loudmouths and pressure groups are not allowed to hijack decision making during meetings.
The chairperson also has to safeguard against people repeating arguments with a view to support a view. At such times it may be useful for the chairperson to abstract the issue and state it to request for a vote by show of hands.
Further, if at a meeting, the time allowed to issues is sufficient for a good proportion of the participants to contribute, then the chairperson must try and encourage greater participation. Sometimes the quiet people are the ones who can make the most productive contribution.
The chairperson must quickly spot any tendency towards one-upmanship and quickly put it down with good humour and diplomacy.
If the meeting is part of a series of meetings to address particular issues or departmental activities the chairperson must insist on preparing an Action and ensure that it is reviewed at each meeting.
The chairperson can also help maintain a list of decisions taken at a meeting. In some cases, the items from this list can serve as useful input to prepare a process or procedure manual.
There is a lovely little book with the title 'Management Guide to Running Meetings' by Kate Keenan, which Pustak Mahal has published in India by arrangement with Ravette Publishing, available for Rs. 30 for all those interested in organising and conducting meetings.
From India, Chennai
Hi Al,
I am a new member to the forum and a retired officer from PSU. The comments posted are very good. One important thing a chmn is to ensure is thai all who attend the meeting should come prepared with the data relevant to their agenda topic with constuctive suggestions if any.
The chmn should be clear of what he wants to acheive at the end and drive the meeting towards the same.
N.chenchaiah
I am a new member to the forum and a retired officer from PSU. The comments posted are very good. One important thing a chmn is to ensure is thai all who attend the meeting should come prepared with the data relevant to their agenda topic with constuctive suggestions if any.
The chmn should be clear of what he wants to acheive at the end and drive the meeting towards the same.
N.chenchaiah
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The art of conducting effective meetings.doc
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