How to Conduct a Meeting
When discussing organizational issues, policies, and plans, the meeting comes as your best platform. The group’s planners and decision makers converge to tackle every concern, leading to the organization’s success. For a meeting to be effective, it must be conducted properly. Your job is to gather the right people, provide the correct concerns to center on, and organize the information gathered from the meet.
Before the Meeting
Before you call for a meeting, preparations are necessary to ensure that the event goes smoothly. The purpose of the meet should be analyzed, which determines if it is truly needed at the moment. Ask your secretary to draft an agenda, encompassing all the concerns to be discussed, so the attendants won’t lose focus on the meeting’s purpose. Once done, think of all the possible attendants who should know or act upon the things to be discussed. Select more than enough people to make a quorum, just to make sure that the meeting pushes through. Give each of them a copy of the agenda draft and ask them to place additional concerns that should be tackled, if there are any.
During the Meeting
Meetings are tricky to plan and sometimes even trickier to pull off. The discussion should be organized, particularly the flow of information. All the important points should be recorded for future reference. To give you a clearer view on what to do, just follow these steps:
Open the meeting.
Read the agenda to everyone and explain the purpose of the meeting.
Open one of the primary concerns to be discussed. Provide explanations, your opinion, and your proposal.
Allow the others to give their own thoughts and opinions regarding the matter. Let the discussion flow.
Once the alloted time is up, move to the next concern. Follow the same procedure for the other concerns.
When all the concerns have been tackled, discuss with the attendants if the unfinished matters should be addressed right away or if they can wait until the next meeting.
Summarize the discussions and delegate tasks for the accepted proposals.
Once done, you can adjourn the meeting.
While the discussions going on, your secretary should be taking the minutes of the meeting. Important information, such as the time of the meeting, the attendants and what each of them proposed, their stand on the motions, the delegation of tasks, and the unfinished points. The minutes serve as a reference material and proof that the meeting took place.
Successful Meeting, Success for the Organization
Once you have mastered the essentials, your succeeding meetings will be consistently productive. All the necessary concerns will brought up, discussed, and acted upon, paving the way for more organizational profits. Who knows, the results of your next meeting may finally land your group in the Fortune 500?