A successful meeting

Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level 2/27/2013 ‹#› Viet Nam University of Commerce Internet research Group 3 A successful meeting Topic I. Introduction II. Some tips to organize and run effective meeting 2.1 Before the meeting 2.2 During the meeting 2.3 After the meeting III. Conclusion Outline The meeting is a form for agencies and units to discuss, evaluate, summarize content, issues or events under the chairmanship of the leadership. Meetings are necessary to coordinate individual efforts, collaborate on joint projects, garner support for ideas, solve problems collectively Meetings are a gathering of two or more persons to collectively accomplish what one person cannot. Meeting definition The important of a meeting A failure meeting Attendees arrive ill-prepared The conversation meanders along for hours in a meeting Lengthy and unhelpful opinions A effective meeting Meetings are often called to talk through issues, identify processes and further the goals of an organization It sounds like a simple process, but it can be difficult to accomplish with busy individuals and a fast paced business environment Identify processes and gain the goals of organization Reach the desired outcome with a vested interest … First decide if you need have a meeting. Many meetings don't need to be held Based on the importance of issues that management can organize meetings accordingly. State clearly objectives of the meeting 2. Pre-determined agenda Create a well-focused yet flexible agenda where each item furthers the purpose of the meeting. Develop an agenda in cooperation with key participants Distribute the agenda and circulate background material, lengthy documents or articles prior to the meeting so members will be prepared and feel involved and up-to-date. Before the meeting 3 Location and time Select a meeting place that best matches the participant's needs, the objective, and the meeting structure. Choosing a meeting time depends on the availability of participants and meeting facilities Never Forget the Main Reason for Meetings A business meeting purposes: communicating, administering, and deciding. They should either be communicating the intention to take an action, administering a plan of action, or deciding among alternative action 2. Begin and end on time During the meeting Start the meeting Starting on time requires discipline by the organizer and the participants Arriving late shows a lack of consideration for those who were on time. Everyone else should make the effort to be punctual Finish the meeting Finishing in a timely manner is also crucial If only 20 minutes are required to accomplish the meeting objectives, the meeting should end after only 20 minutes. It would be a waste of everyone's time to let it go on any longer than that The time for which the meeting is scheduled is also important. Scheduling regular meetings for inconvenient times (e.g. after the end of the official work day) can have a very negative impact on morale. All meeting participants have the responsibility of gently guiding the meeting back to the substantive agenda items This should not be done at the expense of all levity, of course, as that is an important ingredient for esprit de corps. Also, storytelling can be very useful if it is being used deliberately as a coaching or teaching tool. As a rule, however, someone needs to guide the discussion back to the agenda if the meeting becomes clearly off track. 3 Stay on topic 4. Praise in Public, Criticize in Private Shut off public criticism when it arises Help your vocally critical teammates by making it clear, in advance of each meeting, who is in charge, how long the meeting will last, and what the point of the meeting is. Then deal with attempts to take the meeting in other, more vicious directions as simple misunderstandings of the agreed-upon ground rules 5.  Wrap up meetings with a clear statement of the next steps and who is to take them. If any decisions were made at the meeting the meeting organizer should clearly summarize what needs to be done and who is going to do it. If the organizer fails to do this, one of the participants needs to speak up and request clarification of the next steps If the participants leave the meeting and no one is accountable for taking action on the decisions that were made, then the meeting will have been a waste of everyone's time. 6. Do Not Convene Meetings Outside of Normal Business Hours People who schedule meetings for evenings and weekends are merely advertising the embarrassing fact that they have no life - and they're expecting others to give up theirs. That kind of person should not be allowed to run anything, much less part of a modern corporation, because they lack the basic humanity to do a good job. Surviving in the fast-moving, devil-take-the-hindmost business world of today requires good peripheral vision as well as keen understanding of the work involved. 7. Keep the Personal and the Corporate Distinct A certain amount of socializing at the beginnings and endings of meetings is part of the grease that keeps the well-oiled corporate machine running smoothly. Too much socializing will lead to resentment among the others at the meeting who are not part of the party. If you find that all your socializing is taking place in business meetings, it's time to change a few things. Prepare a follow-up action plan. Note what must be done, who will do it, when it is due. Give a copy to everyone after meeting Make sure people know what actions they are responsible for after meeting ends and when the assignments are due Be sure to check the progress of the action assignment. Don’t risk finding out at the next meeting if nothing has happened After the meeting It is good to start the meeting with these basic essentials Using thorough preparation A well thought-out agenda a focused approach Successful internal meetings are an integral part of any winning strategy, but you must design your meetings to win. Combine the right people, environment, engagement and tools and you will encourage your team to reach the desired outcome with a vested interest. Conclusision Thanks for your listening!!!