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Are you lonely? Do you work on your own? Do you hate having to make decisions? Then hold a meeting!!! You can get to see other people, sleep in peace, offload decisions, feel important and impress (or bore) your colleagues - and all in work time!!! Meetings - the practical alternative to work!!! 

 

In many cases, meetings have almost become a joke... There are a number of people who look at it as a great opportunity to break up the monotony of the afternoon, have a cup of coffee, and socialize with friends! It doesn't sound too bad when you put it that way...But hey, shouldn't we get a little work done, too?? Actually, you should get a lot of work done. 

 

A wonderful opportunity 

 

Meetings really are one of the best opportunities for people to accomplish their common goals. They allow us to share information and ideas, deal with conflict, make decisions and solve problems. They are in fact, very serious business. It is perhaps because there is lack of structure, or that meetings can run on too long, which causes boredom and frustration to set in. 

 

Disciplined meetings are about a mind set - a shared conviction among all participants that meetings are real work. Effective meetings have many benefits, they can be enjoyable, foster teamwork, maximise positive contributions and promote communication. To run an effective meeting you need to know appropriate meeting conventions and behaviors, have clear goals and a strong sense of purpose, and above all, appoint an effective Chair. 

 

During meetings you have the opportunity to discuss and develop issues, make good, shared decisions, encourage common goals and objectives, share achievements motivate each other and also review your progress together. 

 

When meetings are effectively run, people can innovate marvelous projects and enrich their communities. They enjoy participating and being part of a productive team. Effective meetings are about maximising positive contributions and fostering productive communication between all participants. 

 

Reasons for holding a meeting 

 

Do the meetings you attend always have a purpose? Do you ever spend time during a meeting saying to yourself, 'Why am I here?' or 'What's the point of all this?' For a meeting to be effective, it must have a purpose. The meeting should have a measurable outcome, so the purpose needs to have a focus. Your purpose will be determined by your goals and objectives: what do you want to achieve? 

 

'We always have a meeting on Monday' is not a purpose. A purpose could be 'We always have a meeting on Monday to set our goals for the week'. 

 

Meetings are held to give information, to get information, a combination of both of these objectives, to accumulate ideas and to make decisions. Ask yourself - What do I intend to achieve at this meeting? What would be the consequences of not holding this meeting? How will I determine whether it has been a success or failure? 

 

Key factors for successful meetings 

 

Many people regard meetings as a waste of time and money because they feel that nothing gets decided, there has not been proper preparation, the Chairman is ineffective, nobody really listens anyway, participants are too long winded, the meeting goes on too long and nobody participates. 

 

What are the key factors for running a successful meeting? 

 

Have an objective or purpose. Everyone should be aware of the type of meeting they will be attending, why the meeting has been called and also what the meeting is hoping to achieve. The person calling the meeting should also know who has to attend and what information they are expected to provide to make the meeting successful. 

 

Have a structured, timed agenda. Use the six honest serving men - Why, What, Who, When, Where and How when you are preparing your agenda. Be clear and concise. The agenda should go out at least one week before the meeting. Plan not only the time but also the duration of each item. Take presentations into account by advising each presenter of their time limit - and stick to it!! Make your topics specific, limited and focused. 

 

Preparation - and Managing the Meeting. Use a check list to note the things that must be available and in working order - flip chart, markers, Overhead Projector, lighting and ventilation, coffee breaks and seating arrangements. Always start on time, set the tone of the meeting by creating an open and friendly atmosphere, review the topics with all the participants and confirm their acceptance of the topics. 

 

An effective Chairman. This person runs the show, they lead the meeting and ensure that it starts on time, ends on time and is kept on track. It is important that they guide the discussion by prompting with open questions, encourage people to contribute by drawing them out and tapping into their expertise. Disruptive behaviour is to be controlled - this can be done by keeping within the time limits, ask people to clarify negative remarks and acknowledge members' points of view. Other participative roles are a minute taker, experts or specialists who will provide the necessary information and also a representative of each department within the company. 

 

Concluding the meeting. Closing the meeting is just as important as opening the meeting. Summarizing the key points and decisions taken as well as producing an action plan that can be taken away. A good Chairman will know how to wind up a meeting when there is not enough time to explore an issue or if more expertise is required. 

 

Minutes/Action Plan/Follow Up. Since there will be a minute taker during the meeting, this person should ensure that the minutes are compiled and sent out as soon as possible after the meeting, preferably within 24 hours to ensure that memories are still fresh!! Minutes should always include date, time and place of the meeting, who attended, key issues and decisions taken, tasks out standing and action plan, time meeting started and ended and date, time and place of the next meeting. The action plan should be given immediately the meeting is concluded so that all members are aware of what they have to do and by when. 

 

Participating In A Meeting 

 

When you agree to participate in a meeting you take on certain obligations to the meeting chairman and your fellow attendees. So you should always make sure that you arrive on time and come fully prepared, you avoid idle conversation or socializing that delays the start of the meeting, observe the meetings ground rules, listen carefully and avoid distracting or disruptive behaviours, provide your input clearly and concisely and be constructive, not destructive. If you challenge an idea, offer an alternative - and remember - it is the idea not the person that is challenged! 

 

Meetings in some form are likely to remain a necessary part of an organisation's culture. Investment in thoughtful planning and preparation, and following common sense guidelines, will derive substantial dividends in the form of less wasted time and resources and more enjoyable and productive meetings. 

 

Article prepared by CSB Group 

 

Since 1987, CSB Group has been servicing the local and international business community with its range of employment/recruitment related services. It has helped thousands of employees improve their job conditions and careers, and employers obtain the ideal staff for their organisations.