planning and participating in productive meeting

Introduction: An overview on planning and participating in productive meetings

participating in meetings

  Meeting is gather together of three or more people who gather to share common aims and objective and discuss on planning to achieve organisation goal. Positive productive meetings means powerful process that any team can use to reclaim their  meetings.   

 Elements of meeting :

Content  It is knowledge, opinion, ideas, attitudes, information, experience expertise that the members bring in the meeting to discuss.

Communication  It is way through which people in meeting participate and work together to deal with objectives of organisation. this includes interest of members who have direct bearing on listening,participation and trust.

Structure It is the way in which both information, ideas and participants are organised to achieve objectives of the meetings. 

The simple ways to plan a productive meetings:

1. Set time aside to plan and prepare
2. Be clear on the purpose 
3. Engage with conflicts before meeting 
4. Take a note on key points 
5. Keep on track 

 

Effective meeting is a product of group presentation, open communication, time management, preparation and participation time management and clear understanding with participants regarding the meeting objectives and goals. The growth is further measured by the feedback provided on the assignments made and implemented decisions.

Steps to follow for effective management 

• Step 1 - Prepare an agenda that defines the purpose and objectives that list the activities or decisions need to be taken in meeting. Proper study need to be done before meeting with chats, diagrams, reports, maps with supplemented documents. There should be one participant who need to take note or record the meeting.To address each topic estimate time to avoid wastage of time.  
• Step 2 - Start the meeting on time by briefly determining the expected time to take particular time. Clarify the roles in the meetings of each participant like team leader, trainer, and facilitator. Introduce with new participant to old ones. Voting on recommendations, maintaining focus requesting reasonable extensions these issues included to adhere the company policies regarding confidentiality. 
• Step 3 - To have effective meeting always provide chance to every member to express their opinions. At the end of the meeting, assigning of research work to the  participants, develop strategies, collecting information and implementing information .moreover, this include establishing time frames and benchmark goals. Most importantly always perform work before their due date to avoid chaos.