Meeting & Study Guide

  Be Prepared For Meetings How to Lead Productive Business Meeting

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Meetings: The Benefits and the Costs

Prepare Well

Listening

   Good leaders understand the concerns of meeting participants and respond to them.  Successful leaders listen carefully and really her what they are being told.

1. Listen Actively.

2. Remain Objective.

3. Listen for What Is NOT Said.

4. Listen for Consensus.

5. Be a Complete Listener.

Start Fast

Stay On Track

Close Decisively

Visual Aids

Problem And Cause

Listen Actively.        Productive listening is not passive.  As you listen, be aware of the different meanings words have for different people.  Attempt to understand the feelings, attitudes, and motives behind the words people use.   Make it to others that you are listening.  Facial expressions and posture are frequently used as cues of active listening.  When listening, look directly at the speaker.  Lean slightly in the direction of the speaker.  Nod your head in agreement of understanding to show what you are tuned in to what is being said.  Smile and encourage the speaker with your facial expressions.  Finally, show your listening attitude with brief comments : "Yes, yes! "I see" and " You're right!" or " That's a good point."

Remain Objective.      Keep your mind open to all points of view.  You will have your own ideas, interests, and opinions, but you must remain open to other suggestions and other points of view.  Don't begin building counter arguments while you're listening.  Instead, consider the strengths of what is being proposed.  You - and your meeting - must stay open to new and innovative ideas.  By staying objective, you can lead a more productive meeting.

Listen for What Is NOT Said.       Be alert to key issues the group is a avoiding.  Example :  A meeting was held at a state college to decide what budget cuts would be needed if a proposed 25% funding cut were enacted.  Members talked enthusiastically about using less paper, ordering fewer films, and getting along with less help from student assistants.  After twenty minutes of the meeting,  only a few hundred dollars had been cut from the budget.  The discussion then moved on to other academic problems, with all members realizing they still had tens of thousands of dollars to cut.  A week later, the president of the college called an all - staff meeting at which he quickly and strongly stated tine position that there would not be a reduction in the number of teachers.  The next week, that  same group met again.  With the previously unmentioned threat to their own jobs removed, they quickly  built a list of substantial cost - cutting measures.   By listening  for what is not said, the leader of a meeting can identify sensitive issues.  Often, a few brief comments can relieve unspoken fears and put the meeting back on track.

Listen for Consensus.         "Consensus"  is defined as " group solidarity in sentiment and belief " or " collective opinion"  Most business problems have more than one solution.  Whatever course of action is selected, someone will always feel the problem could have been solved better in another way.  Unanimous agreement is desirable, but it isn't necessary for consensus.  Consensus requires that most agree that the solution is a good one that all agree that it is acceptable.   Stay attuned to points of agreement among competing interests.  Point them out and build on them.  Be alert for win/win situations : areas where cooperation will benefit everyone.  Search for compromise positions, and build in provisions to protect those who may feel threatened.  These are the bricks and mortar of consensus.

Be a Complete Listener.       Many people hear little more than what they want to hear.  We tune is statements that reaffirm what we've already expressed or what we already believe.  The effective listener concentrates on all sides of an issue.   A complete listener avoids shuffling papers, drawing cartoons, or looking around the room while someone else is speaking.  When you direct your full attention to the speaker, you hear more completely, and you also give support and encouragement to what is being said.  Complete listening comes through developing a mental attitude of sincerely wanting to hear the other person.

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