Planning A Business Meeting

A meeting provides a special opportunity to achieve organisational outcomes, and also to help the attendees in a variety of ways, so approach all meetings keeping in mind these two different mutually supporting aims.

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Hold effective meetings to make people happier and more productive.

Hold meetings to manage teams and situations, and achieve your objectives quicker, easier, at less cost.

Your choice of structure and style in running an effective meeting is hugely dependent on several factors: There will always be more than one aim, because aside from the obvious reason(s) for the meeting, all meetings bring with them the need and opportunity to care for and/or to develop people, as individuals and/or as a team.

When you run a meeting you are making demands on people's time and attention.

Matters that are both urgent and important are clearly serious priorities that need careful planning and management.

You can avoid the pressure for 'Any Other Business' at the end of the meeting if you circulate a draft agenda in advance of the meeting, and ask for any other items for consideration.Understand that meaning and feelings can be lost or confused when people are not physically sitting in the same room as each other.Trying to save time and money by holding virtual meetings for serious matters is often a false economy for the organisation, and can actually be very unfair to staff if the matter significantly affects their personal futures or well-being.The acronym POSTAD TV helps to remember how to plan effective meetings, and particularly how to construct the meeting agenda, and then notify the meeting delegates: Priorities, Outcomes, Sequence, Timings, Agenda, Date, Time, Venue. Always have a clear purpose; otherwise don't have a meeting.Decide the issues for inclusion in the meeting and their relative priority: importance and urgency - they are quite different and need treating in different ways. Problem solving and decision-making are important in many meetings, although always consider how much of these responsibilities you can give to the group, which typically depends on their experience and the seriousness of the issue. Presentation skills and delegation abilities are helpful in meetings, and so is a basic understanding of motivation and personality.Here are some basic rules, tips and techniques for planning and running a business or corporate meeting. Planning and running effective meetings for business, corporate, sales, managing, mediation, strategic planning and team-building1.2. Explore other options such as telephone conferencing and video conferencing before deciding that a physical meeting is required, and decide what sort of meeting is appropriate for the situation.Meetings are vital for management and communication. Subject to obvious adaptations and restrictions, the main principles of running physical face-to-face meetings apply to running virtual meetings. Holding meetings is an increasingly expensive activity, hence the need to run meetings well. Meetings which involve people and encourage participation and responsibility are more constructive than meetings in which the leader tells, instructs and makes all the decisions, which is not a particularly productive style of leadership.


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