The Best Handful of Tips 42 – What Type of Meeting Should We Hold?
First decide if your meeting is really necessary. If it is, decide on the type of meeting needed. This will have a big impact on the way you structure it.
Some meetings are essential to keep people informed about developing organisational activities. Others are necessary to help solve problems or generate new ideas.
Whatever the type, all attendees should know the nature and objectives of the meeting before they arrive.
The five best types of business meetings
Meetings to give instructions on developing situations
These are called to keep people informed about the organisation’s activities, to announce new ventures and to share knowledge and advice.
If changes are to be made staff should be told as soon as possible, so they feel involved. Allow plenty of time for notification and discussion so people can express their opinions and clarify any issues.
2.Meetings to review and coordinate projects
Meetings that report on progress can boost the morale of people working on lengthy projects or teams working in different areas towards a common goal. The information, combined with encouragement and praise, can stimulate people to work harder.
Meetings to improve internal communications
In large organisations it is essential to have a free flow of information from top managers to workers and vice versa.
Top managers hold regular meetings with team leaders to pass on new policies, trends and new information. (Face-to-face meetings are superior to impersonal emails.) In return, the team leaders report and discuss news items, production successes, deadlines and personnel changes to top management. It is then over to the team leaders to pass the information on to the workforce.
Meetings to solve problems
Small groups of people are called together to solve complex problems which inhibit productivity or prevent an organisation from reaching its goals. This can be done on-line but it’s not as effective as face-to-face meetings.
As soon as the objectives are reached the groups are disbanded.
Meetings to generate ideas
Organisations often arrange meetings when they want to create something new (such as a new slogan), change direction, or promote an unconventional idea, to sell a new service or a new product.
These meetings need an enthusiastic facilitator to make the sessions exciting and fun. A quiet location free from disturbances is ideal for brainstorming sessions.
Participants should be experienced, energetic and compatible and small numbers often make the best contribution.
” A meeting is a place where you talk about what you should be doing.”
SOURCE: For more on this topic see: “Persuasive Ways” first published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House and as “Secrets of Persuasion” by Cengage Learning Asia. (Available as an e-book from Amazon.com.) Also available as “Getting Your Ideas Across” from Kogan Page, U.K and a Hungarian translation published by Bagolyvar Konyvkiado, Budapest.
For details on problem solving and brainstorming see the following books by Geoffrey Moss. “Training Secrets – Helping adults learn”. (49 ways to train). Available from Moss Associates Ltd, New Zealand & Cengage Learning Asia. Also available as an e-book from Amazon.com. “Training Ways”, New Zealand Govt. Printer. The Corporate Trainer’s Quick Reference, Business ONE Irwin, Illinois. The Trainer’s Desk Reference, Kogan Page, UK.