Copyright National Research Bureau Apr 2006Everyone complains about meetings periodically. They are often considered a waste of time. However, they don't have to be. General Colin Powell used a meeting wisely in October of 1991. He wrote in My American Journey about an event called the Minnesota Meeting. In the audience was a South Vietnamese officer he recognized from the Vietnam War. The small Asian man looked badly weathered and drawn after thirteen years in a Communist re-education camp. He had struggled beyond human endurance to survive the horrors of post war Vietnam. Fortunately, he and his family reached the freedom of America. After so much pain and suffering, this small but brave Vietnamese man was free at last. General Powell rose and began speaking to the assembled meeting, "I ran into an old friend here, one I haven't seen in nearly thirty years. I want you to meet him, a new neighbor of yours and a new American, Vo Cong Hieu." Hieu rose to a thunderous applause. This was definitely a meeting to be remembered.
Of course, the aforementioned meeting is not typical. However, most meetings can be interesting and productive. Meetings at work are usually formal and pre-arranged. They are used to address important issues with colleagues, subordinates, managers and clients. A clearly defined purpose and organized agenda will maximize the time and effort spent in conducting and participating in meetings.
Today, organizations face many challenges. Effective meetings are essential in this highly competitive global environment. Millions of meetings are held all over America every day, and each one has the potential to be extraordinary. However, to make this happen, meetings must be expertly managed. Needless to say, maintaining the participant's focus is imperative. Meetings cost time and money, so making sure meetings are concise and constructive will greatly benefit the organization.
Even though a meeting can be called for various reasons, solving a critical problem that is impacting organizational effectiveness and efficiency may be the most common. The purpose of a meeting should be clear and unambiguous. Enterprising organizations will use this opportunity to make better decisions. The following meeting categories will help determine the agenda and participants to be invited.
Types Of Meetings
1. Solving problems impacting organizational efficiency.
2. Imparting information and receiving feedback.
3. Issuing instructions on new policies or procedures.
4. Addressing and resolving employee grievances.
5. Generating creative ideas.
Every meeting must have a chairperson. Even though chairing a meeting is an honor, it is a demanding job. A chairperson is responsible for a smooth running and successful meeting. The duties of a chairperson include: ensuring all attendees make a contribution, listening to the views of others, blocking any negative tactics used by aggressive participants with hidden agendas, summarizing views and decisions and addressing all agenda items within time constraints.
It is also essential the chairperson know the participants and has the ability to keep order without being perceived as dictatorial. But, if a participant with a dominant personality is attending, extreme care must be exercised in order to remain focused. This can be done by limiting the time an aggressive participant gets to speak. Plus, continue to recap the facts surrounding the item being discussed. Don't let subjective evaluations dilute the objective research being presented. It may be wise to schedule important side issues for the next meeting. Above all, stay cool, calm and collected. Remember, the chairperson is in charge and has the authority to move the agenda along in order to meet time constraints.
The most productive meetings are fluid and make the best use of time allotted for this purpose by bringing the right people together. In order to address any issue, the meeting attendees must possess the necessary knowledge and experience to resolve the problem.
According to business writer Susan Vaughn, "Invite only decision makers, subjects-matter experts and in some cases the people who'll have to implement the decisions you make." The eventual outcome will depend upon attendee expertise and preparation.
Since meetings are held for a variety of reasons, the exact purpose must be clear. Before the meeting, the chairperson and the participants should be aware of all agenda items. The chairperson should draft an agenda and distribute it to all participants prior to the meeting. Needless to say, all participants should study material that has been circulated in advance of the meeting. This will give the participants time to make comments, additions or approvals. After the chairperson makes the necessary meeting alterations, a revised agenda should be distributed to all participants several days prior to the meeting.
A commitment by the chairperson to start and end the meeting on time will ensure everyone concentrates for the time allotted. The chairperson should involve as many participants as possible in questions and answers when appropriate. When reaching a decision, all participants should be aware a decision has been reached. At the end of the meeting, the chairperson should make sure all objectives have been met, and the resolutions are understood by everyone.
Preparing a clear agenda is essential for the best utilization of time and effort. This ensures those attending will stay focused and the objectives will be met. The agenda should be short, simple and to the point. It is important to restrict an agenda to one sheet of paper.
Essentials Of An Agenda
1. Meeting date, time and place should be near the top of the page.
2. The main purpose of the meeting should be briefly noted near the heading.
3. Participants should be assigned an item on the agenda.
4. Appropriate start and end time must be listed next to each item.
5. Address pending items from the previous meeting.
6. List near the bottom of the agenda the next meeting date, time and place.
7. Items that are not resolved during the meeting will remain pending for the next meeting.
8. If an important item is raised that is not on the agenda, place it on the agenda for the next meeting.
Discussing the most important items early in the proceedings is highly advantageous. This is because the participant's energy level will be higher at the start of the meeting than at the end. Avoid meeting at low-energy times of the day, such as right after lunch. A working lunch appears to be a popular contemporary phenomenon today. In spite of this recent trend, exercise caution when considering a meeting that works through lunch. At first blush, having food brought in for participants may seem like a treat. However, many participants may resent trying to eat, while at the same time addressing items that are critical to their operation. In addition, some employees are restricted to special diets in order to address health concerns. Therefore, participants may want to eat a lunch that is healthy for them personally and helps maintain their high energy level.
When invited to a meeting, appropriate appearance is essential. To be taken seriously, a participant must dress professionally and be well-groomed. When speaking, make eye contact with people, keep a tone of voice that is positive, speak with confidence and put on a facial expression that exhibits an approachable demeanor. When emphasizing a point, remember it is possible to be forceful and respectful at the same time. Strive to give a professional and convincing argument. Avoid being overbearing. Arguments won by being rude can have lasting repercussions with regard to building alliances with colleagues. Embarrassment and hurt feelings may linger long after the meeting is over.
Listening skills can be honed during meetings. Sometimes it is more important to listen than to speak. By listening attentively to speakers, a participant can make the most out of each meeting. A good listener will gain the respect of the speakers.
Listening Skills
1. Do keep eye contact with the speaker.
2. Do show interest by looking attentive.
3. Do keep questions relevant.
4. Do take notes periodically to show interest in a speaker's ideas.
5. Don't interrupt the speaker.
6. Don't be rude and argumentative.
7. Don't fidget or whisper while others are speaking.
8. Don't cross your arms in front of your body. It may imply cynicism.
It's advisable to take notes during the meeting. Even though someone will be assigned to take the minutes, each participant should make sure all pertinent information is captured for reference. It is a good habit to recopy notes right after the meeting. This will provide the participant an opportunity to think about issues raised and list action items to be pursued. These notes should be kept after the meeting along with the agenda and all handout material. This will come in handy in addressing any of the agenda items in the future. Plus, a good reference file can be created from all notes and handouts. The same issue may surface in a different form later on. Many problems seem to repeat themselves over time, and this information may help provide the necessary background to facilitate a resolution.
Effective meetings are critical to organizations. Meetings bring together participants from various backgrounds. They have the capacity to stir the creative energies inside all employees. Energized participants can discover new ways of thinking and generate effective solutions to critical problems. Dynamic organizations make meetings count.
| [Author Affiliation] |
T. L. Stanley is a free-lance writer with 17 years of management experience. He holds a B.S. and M.S. in Organizational Management from the University of LaVerne and an M.A. in Organizational Leadership from  Chapman University. |
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