Business Meeting Management For Beginners
It has been widely noticed in places of business everywhere that meetings regularly take an extra amount of the available working time of the staff – and more often than not, these meetings fail to accomplish the intended aim.
To start with, we need to be aware of the features of a successful meeting. In a "nut shell", these features can be put forward as result oriented and restricted to a fixed time frame. Let's take a closer look at some key steps that need to be followed for effectively conducting a business meeting.
1. Preparation – Like any other business activity, advanced preparation is required, as the better prepared you are, the more effective the meeting will be. Beside, this way you will be able to make much more meaningful contributions.
2. Timing – A business meeting should be held according to a scheduled time frame, and it should begin and close by the noted time. Scheduled meetings which are task driven usually receive quite a bit more active participation.
3. Agenda – There should be an agenda which specifically states the topics to be included in the meeting. This agenda will give a good idea of ??what is to be talked about, thereby allowing all of the participants to prepare beforehand for the proposed topics.
4. Focus – It's important that the focus of the meeting should be maintained steadfastly on the topics which were agreed beforehand – as it is very easy for a meeting to veer off in a different direction, therefore meeting leaders and participants must strive towards minimizing these drifts from the set aim.
5. Communication – Complete and accurate information should always be provided in every meeting to ensure effective communication.
6. Agreement – Often during a meeting, the views of two or more people will not match, but it's crucial that at the end of the meeting all of the participants agree on a common decision. After all, this unilateral agreement on a single line of action is the common aim of every meeting.
7. Feedback – A meeting may be successful in accomplishing the intended result, however there could still be some room for improvement in the general method or implementation. To have a clear idea how effective the meeting was, request feedback from the participants.
8. Confidentiality – The confidential material discussed in the meeting should be restricted to the attendants only, and if possible, measures should be taken to ensure that unauthorized persons can not access any of the restricted documents or materials.
Finally, at the end of the meeting, a brief review should be discussed, covering what was discussed during the meeting as well as any major decisions which were agreed upon.
Copyright (c) 2009 Alan Gillies