Conference Call Provider
http://www.conferencecallprovider.info
Oh No! Not Another Meeting!
| Conference Call Provider News
13 Comments on Bad Meetings |
 |
||
Oh No! Not Another Meeting!We’ve all had that reaction at one time or another when someone suggests there should be a meeting to resolve a problem, make a plan, or update each other on our progress. Often, it seems that the same topics are discussed over and over, but even though everybody has good ideas, the issues never get resolved.Meetings can be an effective way to solve problems, or just a frustrating waste of time. The difference is in how the meeting is run. There are
five elements needed for a successful business meeting: an agenda, an agreed-upon format, a chairperson, a scribe, and a system of accountability. |
||
 |
 |
 |
 |
|
will there be open discussion? How much time will be allotted for each topic? Will decisions be made by the most senior person present, or by the group at large? How will the group make its decisions? Must agreement be unanimous, or will a majority vote suffice? The chairperson must actively run the meeting. He or she needs to keep the proceedings on time, adhere to the format, manage interruptions, and stick to the agenda. If someone talks too much or
gets off track, the chair must be able to ask the speaker to "bottom-line" what he or she wants to say, or steer the speaker back to the point. In a group of peers, you may want to rotate the position of chair, unless one of you is particularly good at it and could serve in that role to benefit all concerned. If the chair is new at running meetings, reading about parliamentary procedure in Robert's Rules of Order can be very helpful. The scribe's job is to record what topics were discussed, any important points made, decisions reached, and accountabilities assigned. He or she should distribute a copy of the record to the participants within 24 hours, while the details are still fresh in everyone's mind. Accountability means that a person or group is assigned to do something specific by a certain date. "Jane will get quotes for leasing a photocopy machine and report back at the next meeting," is a statement of accountability. A common mistake is to decide on a task without assigning who will do it or by when. Another is to make the task too vague, e.g. "Jane will investigate our copying options." The chair must make sure each decision has accountability assigned before moving on. When you are meeting to solve a problem, make sure everyone first agrees on what the problem really is. "We need a copier," is actually a solution rather than a problem. The underlying problem might be "We are spending too much time running out for copies." The solution might be getting a copier, but it could also be organizing work better, or designating someone to have all needed copies made once per day. Not every issue can be resolved the first time it comes up, but it can be moved along. Make it a standing rule that some action must be taken about every item on your meeting agenda before the meeting concludes. About the Author C.J. Hayden is the author of Get Hired Now! and Get Clients Now! Since 1992, she has helped thousands of professionals make a better living doing what they love. C.J. is a Master Certified Coach who leads workshops internationally – in person, on the phone, and on the web. Find out more about C.J. and get a free copy of "How to Find a Job in 28 Days or Less" at http://www.gethirednow.com. Written by: C.J.Hayden
Video Conferencing An Affordable Medium |
copyright© 2008 Conference Call provider Articles