Meeting & Study Guide

  Be Prepared For Meetings How to Lead Productive Business Meeting

    Home  l  Site Map  l  Contact Us  l  Link Partners
 

 

 

 

 
 
 
 
   

  Types Of Meetings

   Prepare Well

 

  

Meetings: The Benefits and the Costs
 
 

Prepare Well
 

The Three Types Of Meetings

Most business meetings can be classified into one of three types based on the purpose of the meeting :

  • Information - giving.

  • Information - taking.

  • Problem - solving.

Information - Giving Meetings      During an information-giving meeting the leader may present facts, demonstrate a work procedure, introduce a new policy, or give a motivational talk. In information-giving meetings, you will often find it most useful to speak for several minutes at a time with little or no discussion by the group. You want your information to be well-organized and understandable. If you allow your meeting to transform itself into a question and answer session, the organization and clarity of the information you present may suffer.

 

Start Fast
 
 

Stay On Track
 
 

Close Decisively
 

Visual Aids
 
 

Problem And Cause

 
 
 
   
 
 
 
 
 
 
 
 
 
 
 

Questions may arise out of pressing questions answered, but the big picture may be lost, and your presentation will seem disorganized and incomplete. Instead, politely defer questions until the end of your meeting or until the end of one segment of your presentation.  At the right time in you meeting, questions and group discussion are usually helpful.  Certain types of information are assimilated more easily if participants are allowed to exchange ideas about the information presented. Group participation leads to greater acceptance and more productive use of the information given.

Information-giving meetings require practice and preparation on the part of the leader.  The information presented must be well-organized, concise, and understandable. You must limit yourself to a few key points. Mere lists of complex instructions or data are better presented in memos or reports.  The leader must also be aware of the principles of good public speaking.  He or she should use gestures, voice modulation, and eye contact to reinforce the meaning of the words. In an information-giving meeting, you should be continuously searching the eyes of participants to determine whether or not they are understanding your massage. If you sense confusion, you may want to request a question. For example : " I'm not sure that was completely cleat. Are there any questions? "

In an information - giving meeting, the leader does most of the talking. Short, clarifying questions may be helpful, and brief discussion may encourage participants to accept and use the information given, but the leader maintains the floor. The purpose is the provide clear and complete information.

Information - Taking Meeting

Information - taking meetings are sometimes called advisory meetings.  The leader is seeking data, ideas, facts, or opinions from the people at the meeting. The leader draws upon the knowledge, experience, and insight of those at the meeting in making a decision. Information-taking meetings require special sensitivity from the leader. It is essential that communication be open and honest. Critical comments, interruptions, or even harsh looks can cow participants and close off the dialoque.  Or the leader, by giving too much encouragement to one point of view, may cause only one side of an issue to be heard.

In an information-taking meeting, the leader should present the topic on which information is needed, then ask open-ended questions. He or she should respond to all comments with polite encouragement.  Open, honest discussion is essential to the success of an information-taking meeting.  The leader facilitates by encouraging discussion and asking open-ended questions, but the flow of ideas and specifics is upward from the members of the group to the leader.

Problem - Solving Meetings

Problem-solving meetings require the most skill and judgment from the leader.  Your goal is set by your statement of purpose - it will have described the problem foe which you are seeking a solution. Your responsibility as leader is to work together with participants to develop a plan that will solve the problem.  In the course of a problem - solving meeting, the leader may be called on play several different roles.  Open discussion is required to encourage inopative problem-solving. But firm control is required to assure that the group remains focused on providing a solution within the time available.  The leader must maintain a balanced leadership style that will keep the meeting on track without discouraging participation.

Problem -solving meetings require back and forth communication between the group and the leader. The leader provides necessary background information and participants suggest ideas and explore possibilities. The leader's most important job is to keep the meeting moving toward its goal. 

 

 

next information ,..Read More,....

 
 

 

 
 
 
 
 
 

 

Custom Search
 
 
 
Copyright 2008