When to Have Meetings
By now, we know some reasons
Let's add to these by including:
Calling a meeting is GOOD when:
Key to your preparation for a meeting is the meeting objective. What is your purpose in having a meeting? What is the main goal of getting people together for your meeting? If your objective addresses one of the previously mentioned reasons for having a meeting, then you can start preparing in depth. A meeting objective should be brief,
Planning Interactive Meetings
A meeting leader may be a manager, a supervisor, an employee, or a number of other people; however, the responsibilities for planning meetings are the same. These are: preparing the agenda, considering logistics, selecting attendees, and calculating meeting costs. It may help simply to take a sheet of paper and write down what the meeting will be like: What kind of meeting you want, who should be invited, when it should be scheduled, where it will take place, what issues will surface, what decisions need to be made, what information you need to lead the meeting, what written materials will be needed, what audiovisual aids will work best ”everything you can think of at this point.
CREATING AN AGENDA FOR EVERY MEETING IS THE MOST IMPORTANT STEP IN ENSURING SUCCESSFUL MEETINGS.
Plus it's a natural offshoot of the page of notes you just wrote. Why use an agenda?
It draws a big picture of the meeting and serves to focus thoughts and discussion on the purpose of your meeting.
It also details the assignments for meeting participants and lets them know how to prepare for the meeting, since
The choice of meeting time depends on the purpose of your meeting, the availability of key people and facilities, and how long you think the meeting will take. If you've planned a two-
Sharing food is a way of building
It's best to avoid scheduling meetings on holidays, long weekends, or the beginning or end of the week. Morning meetings summon longer attention
Line workers and staff connected with them usually have meetings before or after their shift hours. Employees who have contacts with customers will want to be free when customers are likely to call or visit. If no compensation is provided for job-
Sometimes you have no choice; you have meetings in whatever size room will accommodate the number of participants you have. If people are seated for a long period of time, you should arrange for comfortable chairs. You should eliminate distractions such as phone calls,
A major objective in meeting preparation is to gather as much information as you can and consider the implications of the information. Especially if the subject of your meeting is
The right number of people and the right people at your meeting are crucial elements in the success of meetings. More people
A good rule of thumb in selecting attendees is including those who can be directly helpful in carrying out the objective of the meeting. If you are making major decisions, include someone directly affected by the changes you are considering. Consider who has the power to make decisions and who will implement them. Select attendees who support your objective, who oppose it, and the undecided. Finally, consider people it is
If you succeed in establishing a more efficient method of conducting meetings, you will have saved time and money!
Return on investment of time and money in a meeting depends on the value of the results produced. Well-planned, well-executed meetings should produce
Track savings in the beginning of your stint as a meeting leader and continue to monitor your efficiency and that of your work group. Then DOCUMENT SAVINGS OF TIME AND MONEY ”IT'S YOUR TICKET TO
PAY, PRESTIGE, AND PROMOTION!
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