Meeting & Study Guide

  Be Prepared For Meetings How to Lead Productive Business Meeting

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  Participants Meetings

   Prepare Well

 

  

Meetings: The Benefits and the Costs
 
 

Prepare Well
 

Select The Right Participants

Before selecting participants, ask yourself the following :

  • Who can give help on this problem?

  • Who is involved with this subject?

  • Who has or needs information on this problem?

  • Whose authority do we need?

  • Who will be interested?

Not  only must you assess the skills of each member of your staff, you must also evaluate how well different individuals work together. Will they cooperate with each other?. Is there any distrust the might cause someone to withhold ideas?. Will the presence of a supervisor or a competitor inhibit participation?. Will one or two people dominate the meeting, overshadowing other participants whose help is needed? 

 

Start Fast
 

Stay On Track
 

Close Decisively
 

Visual Aids
 

Problem And Cause
   
 
 
 
 
 

As rule , those who will have responsibility for carrying out a decision should be represented in the decision-making process.  In general, it's risky to make any decision in a meeting when those who will have responsibility for implementing it are not represented. When the responsible party is not at the meeting, he or she has no opportunity to contribute to the solution or commit to its terms.  Imposing a decision without consultation often results in resentment, doubt, and failure. If your meeting is likely to hang up on a key point, you may need someone with the authority to authorize decisions.  For example, if a proposal is likely to stretch the limits of company policy, you may need someone who can authorize an exception.  It's very difficult to proceed with creative problem- solving, when all involved know their suggestions may be made futile by a ruling from higher up

But sure that everyone include in your meeting is concerned with it's outcome.  Often, it seems natural to include a whole group - all of the noffice personnel, for example : On closer examination, you may realize that several individuals have no interest in the outcome of the meeting and will contribute nothing to it's success.  They will be grateful if you allow them to continue with more useful work.

If you sense that leaving some people out would risk offending them, allow them to choose for themselves.  Explain the purpose of the meeting and why you don't  think their attendance is necessary, then let them decide for themselves whether or not attend.  They'll appreciate both you respect for their time, and the consideration you've shown by keeping them informed.  

 

 

 

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