There is something about face-to-face meetings. They continue to perform much better and provide a greater usefulness than any other means.
Today’s modern web casts, video conferences, online discussions and chats etc. have continually tried to replace or surpass them in terms of generating better outcomes, but have never succeeded.
If no meetings existed, work related satisfaction as well as task attachment, and certainly, company loyalty, would be extremely limited or in some cases, non-existent. That is why it becomes imperative to avoid problems that can easily ruin potentially productive meetings, and spiral them into dismal, time-wasting ones.
Designated meeting times may be the only time you, the leader, will be viewed as a guiding force, rather than a task master that is associated with “simply doing your job”. That is why it is so important to plan for smoothness of operation and flow in order to take advantage of the opportunity a meeting provides.
Selection is Key
To remedy meeting concerns before becoming real problems, it is crucial to identify potential pitfalls upfront. One key issue to consider is who should be selected to attend the meeting and addressing why the person’s attendance is essential for what the meeting is designed to achieve. To accomplish this purpose, the first step should include a careful scrutiny of potential participants.
Keep in mind that any meeting tends to define a specific team, group of individuals or unit. Those who participate will belong to it. Those not invited or involved in its interaction never will become a component of its pool of shared knowledge, insight, experience, judgment and experience.
Consider the Meeting’s Collective Aim
A meeting needs to be the place where every participant learns the collective aim of the group. Its members must be able to define the way in which personal and collective work is able to contribute to outcomes that will characterize its overall success. The process needs to be used as a ‘commitment vehicle’ for the decisions being made through the group of its participants. It must also become a reinforcement tool for the objectives being pursued through it.
Newly Established Meetings Are More Challenging
An initial meeting gathering needs to be recognized and viewed as an “automatic status forum”. Initial encounters tend to evolve into an opportunity for its individual members to find out their relative standing within the group.
Always expect some struggle for dominance and competition for top positioning, as well as some forceful attempts at intimidation to establish importance. Established meetings do not typically exhibit these same issues.
Focus on Maintaining Positive Discussions and Outcomes
One important function of a meeting is to become an interactive place where revisions, updates or additions take place to enhance and move forward its agenda or project etc., as well as what it knows as a group. It is necessary to allow this to take place within safe borders, well-defined standards and adhered to guidelines.
Also remember that a meeting tends to establish its very own culture. This is why it is so important to give great consideration to what it is supposed to accomplish and how you want it accomplished.
Not Planning For the Total Process
Committee and subcommittee types of meetings including work groups, project teams and/or boards tend to constitute the greatest number of meetings taking place in today’s business environment.
Distinctions other than those of size will directly affect their nature, so make it a point to include a meeting’s frequency, composition, motivation and problem solving process into your thinking and meeting development.
Not Establishing the Proper Size of a Meeting
Most meetings tend to become ineffective due to sizing problems. Positive outcomes tend to become seriously threatened when too many individuals are present at any one meeting. It is found to be best if four to seven people are assigned to attend an individual meeting.
Some meetings can tolerate up to ten individuals, but then expect the number to slow the agenda and discussions down. Never expect to have a truly effective meeting with twelve or more attendees.
If numbers become a concern, there are several things you can try to get them down effectively.
Analyze Your Agenda
See if there is some way to segment the meeting time into various sections or segments. Perhaps you can arrange the agenda so that not everybody needs to be present for every item being listed on it.
This may allow some individuals to leave at various points throughout the meeting, or provide a window for new ones to arrive for inclusion into certain points and topics of discussion, especially ones that are crucial for them to offer input or take away critical information.
Not Determining the Proper Number of Meetings
Determine if two or more separate but smaller meetings may be more effective in the long run than one larger span of time. Think through the agenda to notice where breaks in objectives occur.
Perhaps multiple meetings may be the solution for enhancing outcomes and timetables. Most times these smaller ones tend to get more intense and as a result, get more done in a faster, meaningful way.
Not Carefully Examining Meeting Program Points
Scrutinize your meeting points and program. See if it can be arranged and broken into several meeting components, rather than simply following one continuous meeting flow?
Is it possible to give various members selective informational or decision-making points or items of importance that directly affect their particular area(s) of responsibility or work areas at least one week in advance in order to discuss and thrash out the predetermined topics or items?
Follow this by perhaps allowing them to select one representative to join the actual meeting. This person becomes the total group representative, spokesperson and liaison.
For More Information, Refer to: Effective Meetings (Majorium Business Press, Stevens Point, WI 2011)