Conducting Meetings Successfully

 Very often, managers, executives and staff feel that meetings take longer than they need to, with lesser value outcomes and decisions. Thus gradually meetings become a ritual and go astray or fail. Let us discuss five steps to successful meetings:

(A)  Define the problem / agenda

This is a very good beginning towards successful meetings. It would be ideal if the chairperson or the initiator of the meeting outlines the agenda or problem being discussed. This not only sets the framework for the meeting but also ensures focused discussions. Further, if relevant and applicable we could circulate the agenda in advance, minutes of the previous meeting and such to facilitate better discussions and participation.

(B)  Maximize Participation:

In most meetings there are few opinion leaders who dominate while others are passive or even indifferent. The real value of meetings lies in active participation by one and all.

More than often the silent members may have better ideas but may be inhibited by the others. The chairperson should set a climate of mutual respect, active listening and patience. Further those who are dominating / bragging could be gently informed that ‘empty vessels make maximum noise’.

(C)  Develop alternatives

Very often group decision making is based on the principle of majority and not consensus. Further minority opinions are often ignored / condemned besides disagreement / dissent are not viewed in the right perspective. Thus alternatives are often brushed aside as being impractical / unrealistic. It is here that we must ensure maximum alternatives so that various ideas are available and this leads to real tangible benefits out of meetings.

(D)  Keep the meeting under control:

This is mandatory for meetings to succeed. Very often executives come to meetings with various hidden agenda up their sleeves. This not only causes unnecessary deviation but also vitiates the discussion atmosphere. It would be advisable for the chairperson to quickly resolve these if possible and proceed to the real core issues / agenda of the meeting. This is indeed a very ticklish and delicate issue since people may be hurt if they are shut off and may withdraw from the discussion. The best approach is to keep redefining the agenda / discussion points and gently leading the group to focused discussions. Start on time and even finish on time!!

(E)   Finalize action plans

This is the most crucial step to ensure maximum effectiveness out of meetings. It not only confirms agreement of all with respect to various issues discussed. But pin points the responsibility of implementation to various executives. It would also be ideal to minute the proceedings in brief and circulate to all concerned and document for further references.

To conclude meeting could become tea parties or rituals but applying the above could ensure better success and greater effectiveness out of meetings.

Email- profrssmani@rediffmail.com