A team meeting can be an effective way to analyze various work situations, including conflict situations. It publicly discusses controversial issues and makes decisions that are binding on each employee. The collective meeting should be preceded by a lot of preparatory work.
Instructions
Step 1
Formulate the main topic of the meeting. As a rule, a collective meeting is held on one topical issue. This can be, for example, an analysis of the organization's work for the year or the transition to a reduced working hours.
Step 2
Think over your agenda. Its points will be specific issues that need to be discussed. There must be at least two and no more than five of them. Rank the questions in order of decreasing importance. If the topic of the meeting is rather broad, put “Miscellaneous” as the last item on the agenda. Here you can deviate a little from the main topic and discuss small problems that are of concern to the team at the moment.
Step 3
Prepare speakers. A competent employee, whose opinion is considered authoritative in the team, should speak on each item on the meeting agenda. Warn him about the upcoming report 1-2 weeks in advance so that the person can calmly think over his message. 2-3 days before the meeting, talk with each speaker, make sure that the text of his speech is ready and corresponds to the stated topic.
Step 4
Prepare the meeting room. It is good if your organization has an assembly hall or other meeting room. Otherwise, use the largest room possible. On the day of the meeting, there will need to be enough chairs installed and a projector, computer, and microphone connected and set up, if any. You can also arrange in advance for each meeting participant special folders with documents to be discussed.
Step 5
Notify all employees of the date, time and location of the meeting. Use one of the traditional methods: post information on a bulletin board, send an e-mail, call the heads of structural divisions, talk personally with each employee. Your choice will depend on the tradition of the company and the number of employees.
Step 6
Register attendees before starting the meeting. You will later attach this list to the protocol. Be sure to start the meeting at the time that was scheduled and announced for employees. Don't wait for latecomers, show the importance and seriousness of the event.
Step 7
Announce the main topic of the meeting and the issues that will be addressed there. Ask the team to choose a chairperson and a secretary for the meeting. As a rule, the head of the organization or his deputy is elected chairman, and the secretary is a clerk or office manager. The chairman will conduct the meeting, maintain order and follow the rules. The duties of the secretary include keeping a detailed protocol: recording the speeches of the speakers, questions to them, discussions and proposals.
Step 8
Stick to the established speaking timeline, otherwise your meeting runs the risk of dragging on until midnight and never making any decisions. As a rule, keynote speakers have 15-20 minutes at their disposal, but no more than 30. Co-speakers on secondary issues should be within 10-15 minutes. A participant's speech from the audience is limited to 2-3 minutes. You can answer a question no more than 5 minutes. If the time is exceeded, be firmly reminded of the rules.
Step 9
After the meeting agenda has been settled and everyone has made a speech, briefly summarize the meeting. If important decisions have been made, their draft should be read aloud to everyone present.
Step 10
Within two days after the meeting, you must prepare the final version of the minutes and the decisions taken. The minutes must be agreed upon and signed by the chairman of the meeting. Bring the decisions and the deadlines for their implementation to the attention of all employees who have to implement them.
