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   Be Prepared For Meetings  How to Lead Productive Business Meetings

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Meeting Success

Meeting: The Benefits & The Costs

Meetings: The Benefits and the Costs

Prepare Well

Business meetings are both costly and essential. The average executive spends approximately 30% of his or her working hours in meetings. Many executives spend more than half their time attending or leading meetings.

The salary costs alone can be astounding. But costs extend beyond those hours actually spent in the conference room :

1. Supervision may suffer when managers are attending meetings outside their offices.

2. Transportation costs, room rentals, and food service costs are incurred.

3. Minutes, notes, information sheets, memos, and notifications must be produced and delivered to participants.

4. Meeting leaders must allocate time to planning and organizing meeting agendas.

5. Important decisions may be delayed or mishandled because the responsible manager is in a meeting and is unavailable.

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Problem And Cause

These are costs. But meetings also provide benefits. The manager's role is to coordinate business activities and to develop systems that efficiently produce and deliver goods and services. Any affective business system requires the cooperation of many individuals. Meetings - face - to - face meetings - can be a fast and effective tool for balancing competing interests, for quickly and emphatically informing many individuals of policy changes, and for monitoring the impacts of procedures and policies across areas of responsibility and throughout levels of management.  All these functions are essential management tasks.

The purpose of the Be Prepared for Meetings program is to help you maximize the benefits of meetings you lead, while minimizing the costs. Many meetings are longer than they need to be. Because concentration can lag in long meetings and focus can be lost, shorter meetings frequently produce more and better results than long meetings.  Some meetings should not be held at all.  Minimizing the time wasted in meetings can improve both productivity and morale.

Meetings - when they are  well - planned,  well - organized,  and well - directed  - are a powerful business tool. 

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