Report On How To Conduct Business Meetings

Re: How to Conduct Business Meetings

Leading a meeting is very crucial to ensure its success. Before calling up for a meeting, it is important first to ask whether the meeting is necessary or there is another way of getting better results. It is also important to consider whether conducting the meeting alone is sufficient. Is addition, the leader should seek for extra ways of ensuring the success of the meeting. Some of the best practices are outlined below:

Plan the meeting

The leader can organize for pre-meeting collection and analysis of information, pre-meeting conversations and issue guiding materials. The purpose of calling the meeting needs to be made clear to the potential attendants.

Be a good time keeper

A meeting leader must be able to manage and keep time. Once planned meeting time arrives, the leader must start off the meeting immediately by calling the participants to order. The action be beneficial in establishing the guider’s role as the chair and leader and utilize the time allocated for the meeting. The leader must ensure that the meeting does not run for too long, the maximum time is usually 45 minutes. By keeping the meeting duration short, the leader will naturally be more efficient, effective, focused and use the allotted time economically. The participants will equally be more focused as long as they are made aware that the meeting will be short. When the time limit runs out, meeting must be ended. Any remaining points can be covered in the subsequent meeting.

Be a good meeting manager

As a good manager, the leader needs to make the meeting process relaxed and informal. The Robert's Rules of Order should only be used when there is large attendance or when the debate gets heated (Bizmove, 2015). In managing the meeting, the leader should only talk when suitable, hearten conversation, pursue an accord, and recapitulate main points. Under no conditions should the leader be unprepared, monopolize the discussion, be comical, reprimand a participant, or allow the gathering run haphazardly or by itself.

Effective planning is very crucial in ensuring success of a meeting. To effectively lead a meeting, the leader must have the key points well spelt out and printed. The participants must be given the copies of the agenda to enable them know what is expected of them. This will enable them prepare effectively for the meeting. In the meeting agendas, the leader must state the goals of the meeting. The goals determine the expected end results to be achieved. However, to be effective, the leader should limit the number of points on the agenda. The comprehensive items should be covered in the meeting.

Follow the meeting agenda strictly

Make Discussion Constructive
Another critical component of a meeting is to keep a friendly atmosphere and to ensure that the meeting is moving. The leader needs to encourage open and constructive discussion. The discussion should not diverge from the purpose of the meeting. The manager can ensure the meeting stays on its target by generating new ideas or action plan to arouse discussion. He can also support and build on someone’s ideas and proposal. Moreover, the leader should encourage people who seem reserved in making their contribution. Conversely, the leader should not ignore people or belittle their contribution as this tends to discourage discussion and divert the objectives of the meeting. As a leader in a meeting, it is suicidal to try to prove that others are wrong.

Handling Interruptions

It is a common occurrence to encounter interruptions that may often hinder other participants from fully airing their suggestions. It can happen when some people jump in to oppose a fact, criticize a proposal or pass a point impatiently. At this point, the leader needs to make a quick judgment on the validity of interrupter’s position in connection with the point under discussion. If the point is not valid, the leader should say so, and request the person to reserve it for the appropriate time. On the contrary, if the point is valid, decide whether to handle it instantly. If it can be dealt with briefly and immediately, then the leader should do so and allow the participant who has been interrupted to continue.

Be a motivator

The leader must be able to encourage the participants to give their inputs and feedbacks. The leader can motivate them to take part in the discussions by asking questions and letting them volunteer to take part and give answers (Bizmove , 2015). However, the leader must not force participation, by gently encouraging the participants to give their input. Should a person give a comment, the leader should guide the speaker through words like, “that is good. Does any other person have something more or different to contribute” or "could we get another proposition from anyone else?”. As a golden rule, never call upon the participants who rarely speak. Such an action may might them be uncomfortable. However, they can be encourages indirectly without causing any embarrassment.

Generating Ideas

The purpose of any meeting is to generate ideas on how to solve a problem, improve a situation or share information. However, people are often hesitant to give out ideas. The reason for this could be that they are not sure about how to make them work or they fear criticism of sharing peculiar ideas. The leader should encourage people to shares all ideas no matter how crazy they think they are, as crazy ideas can assist in coming up with the solution of that problem. Creative thinking should be encouraged, and the participants should not negatively criticize people making ideas that appear crazy.

Engaging a Facilitator

Today, most organizations are bringing an independent facilitator or select someone internally to lead key meetings. The reason for this new trend in meeting facilitation is that it takes hard work and ensures participants are relaxed and straightforward (Thompson, 2014). By engaging professional facilitators, they bring quality skills that have been polished by training, practice and experience. Working closely with the external facilitator is important, as the leader retains the authority and responsibility of providing guidance on maintaining the organizational culture in the meeting. The external facilitator helps the meeting to discuss insightful issues, disagreement, and rough problems.

Give summary of the key meeting points at the end

When the meeting ends, a summary of the proceeding s should be given. The leader should momentarily go through the key outcomes, what was discussed and the recommendations (Cultural Careers Council Ontario, 2013). This will allow the participants to leave with clear points of agreements and proposals. The leader can share out any duties; give assignment or instructions to particular participants before closing the meeting (Linda, 2006). However, the leader must remember to be courteous and thank all the participants for their time, attendance of the meeting and participation.

References

Bizmove (2015). Conducting Successful Meetings. Retrieved on 24th April 2015 from
http://www.bizmove.com/skills/m8l.htm
Cultural Careers Council Ontario. (2013). Tips on Leading and Contributing to Meetings.
Retrieved on 24th April 2015 from http://www.workinculture.ca/getmedia
Linda A. (2006). How To Conduct A Meeting . Retrieved on 24th April 2015 from \ https://www.okcareertech.org/students/student-
organizations/hosa/parliamentary-procedures/steps-conducting-a-meeting
Thompson, E. (2014). Ten tips to lead a meeting effectively. Retrieved on 24th April 2015 from http://www.theglobeandmail.com/