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subject: How Can You Manage Your Meetings Professionally [print this page]


Meetings have become a part and parcel of the success of any business or organization. Meetings are needed for different things such as: employee discussion, sales discussions and other business related discussions. For this purpose organizing and managing a meeting professionally has become very important. There are many steps involved in planning conference meetings. The steps involved in planning conference meetings are tedious and one should have the proper skills and education to handle the entire planning process. To manage your meetings professionally you have to consider the following areas:

The goals and the objective of the meeting should be clearly defined. If the goals and objectives are not clearly defined then mistakes can take place. You might end up discussing something not important. The meeting will become boring as people will not concentrate until they know why the meeting has been organized.

Participants feed back should be encouraged. A meeting is a place where people interact and make discussions. Decisions are made after analyzing the feedback from the attendants. If the feedback is not received then no decision can be made and the entire meeting will end up in a mess. Two way communication makes the people feel important and they participate If there will be no two way communication then the people attending will get bored listening.

The entire meeting should be documented for future reference. No body has the perfect memory to remember every important detail, this is why taking notes down is very important. The notes should cover every important detail including: subject of the meeting, people who attended the meeting, date and time and detailed notes.

Make sure that the meeting consists of discussions regarding the subject. Be neutral as the people attending the meeting might not like your idea if it is against them and the meeting will end up at a hazardous note. Different meetings should be organized for different issues. If too many issues are discussed in one meeting then the meeting will end up in a mess.

The attendee list should be short; it includes only those people who are directly being affected by the meeting. If the meeting includes those who are not being affected then there would be space issues and other issues. Communication lapse will take place if unrelated people attend the meeting.

A copy of the meeting should be kept in record and copies should be distributed to people being affected in form of memos or letters.

by: Kathleen Willson01




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