Meetings are an essential element of business life. It is a tool for monitoring, setting management objectives and implementing feedback. At the meeting, reports are made and information is given on the current state of affairs. Its participants have the opportunity to confer with each other and ultimately make the decisions necessary for the successful implementation of the assigned tasks.
Instructions
Step 1
Define the purpose of the meeting. Its participants can get together, for example, to carry out a preliminary exchange of views, listen to a report on the state of affairs, prepare recommendations for resolving any issues or accept these issues. The topic of the meeting should be of interest to every participant in the meeting.
Step 2
Make a meeting agenda. In it, indicate a list of questions that need to be heard and discussed during it. Only those issues should be discussed that cannot be resolved in a routine manner. Send out the preliminary agenda of the meeting to all participants and listen to their wishes and comments on the topic and agenda of the meeting. Adjust the agenda taking into account the expressed wishes.
Step 3
Decide on the place, time and mode of the meeting. Designate speakers and focal points for each item on the agenda. Ask presenters to submit their abstracts in advance. Determine the schedule of the meeting, indicate the time allotted for discussion of each issue. Send the final meeting agenda and agenda to each participant.
Step 4
If necessary, send the participants the abstracts of the reports that will be presented at the meeting, draft decisions to be taken, information notes and analytical materials.
Step 5
Consider the question of how best to seat the participants in the meeting in order to reduce the possibility of conflict situations to a minimum. Psychologists have noticed that more often people who sit facing each other enter into conflicts and disputes, less often those who sit next to each other. Consider this factor.
Step 6
Identify a chairperson who will be able to conduct the meeting so that all issues are resolved in an optimal way and in the shortest possible time. To do this, he must provide constructive decisions from each participant in the meeting and make the discussion businesslike.
Step 7
Ensure strict order of execution of the program of the meeting and it will be quite successful and the decisions taken at it will be effective.
