subject: How To Organize Productive Meetings [print this page] One of the key fundamentals of business success is organizing a productive meeting. This involves everyones cooperation and knowing the agenda to make sure both time and resources are not wasted. So whether you are chairing a meeting or participating in one, consider your purpose and the contribution you will make to the proceedings.
Many times business meetings result in failure or ineffective outcomes because members are more concerned with attendance and sometimes lack cooperation.
In order to have a successful meeting, a well decided agenda should be put on memo in advance with the right attendees and proper resources.
Here are a few tips on how to have a productive business meeting:
Things you will need:
1.Conference Room
Must be away from distractions such as public areas and restrooms.
If none available, there are always conference rooms for rent in off-site locations.
2.Internet Connection
to communicate with extension or corporate offices
for network interface Rather than phase?
3.Projector for business presentations
4.Printer
5.Pen and paper
Printed guidelines and overviews always make great resources
Use of iPad and other mobile media should be also considered.
When you are the chair:
Prepare. Have a specific purpose for the meeting and an expected outcome.
Set a time for the meeting to begin and to end. If it must go overtime, get agreement from the participants.
Develop a written agenda and have a copy for each participant. It is best to send the agenda to participants in advance.
Contact key participants to ensure they know what is expected of them and have time to prepare.
Control the meeting by:--Establishing and enforcing ground rules.--Listening.--Allowing free exchange of ideas.--Using win-win techniques.--Summarizing.--Being fair.When you are a participant:Know your reasons for attending a specific meeting and your expected outcome.Be prepared to contribute to the discussion.Take written material with you to support your major points.If you are to make a presentation, be prepared to provide each participant something in writing so they can receive your message using their visual and auditory senses.Stick to the agenda once it's approved. Once all the topics have been covered, it is important that every attendee have understood the agenda and that everyone meets their responsibilities and commitments. It is important that everyone understands any decisions that are reached in the meeting. Sometimes there will be disagreements. If a consensus cannot be reached, the decision maker or chair of the meeting should announce the decision. If that is not possible, proposed courses of action should be laid out for consideration of the decision maker. It may be necessary to set up a follow-on meeting. When everyone is prepared, convenes with their obligations understood, and participates with an open mind, then you have a greater chance for a productive meeting that will contribute to your business success. by: Goalminds
