Wednesday, October 10, 2012

Kenneth Moore points out that Doughnuts, Coffee and Soda do Contribute to a Good Meeting, besides just having Well-Prepared Participants!

Continued...First, once you have decided that there is no alternative but to hold a meeting, then you must be crystal clear on its objective. Write down on a piece of paper what you want to discuss and what you hope to achieve from the discussion. Ask yourself two basic questions: what is it that I hope to achieve with this meeting, and what would be the consequence of not holding this meeting. More than a few of the managers in my seminars have indicated that the weekly manager’s meeting or the division head’s meetings are the most frequently abused time wasters. They usually exist out of habit or tradition and often fail to justify their existence. Because they occur every week, the participants settle into the same routine with little thought as to the content or conduct of the meeting.

Second, prepare a logical sequence of items to discuss, and place a time limit on each. This sequence is usually called an agenda, but you must be careful that it does not become just a crib sheet for the chairman. It is a detailed brief from which all others work. It will define the subject area, the amount of time allowed for the discussion, and the objective. It can also list the major topics in the subject area relevant to the objective. Keep in mind that the amount of time spent on a subject should be determined by its importance, not its urgency.

Third, invite only those who can contribute to the objectives of the discussion. Let them know as far in advance as possible what is being discussed, why it is being discussed, and what you hope to achieve. As chairman of the meeting, you must anticipate the needs of the participants as well as their own time constraints and ensure that they are met. You must also inform the people what they are expected to contribute. Read More..

Posted by at

No comments:

Post a Comment

Subscribe to: Post Comments (Atom)