The golden rules for holding a successful meeting
On occasions, in most companies meetings are called that make no sense. If there’s nothing to communicate or there’s no problem to resolve it is totally absurd to waste time and money in these chores. For your meetings to come to a good conclusion, here we note the seven golden rules to hold a good meeting
Rule 1: Evaluate the cost of the meeting
Before calling people to attend a meeting you should analyze whether it
is worthwhile holding it. Think of the time that workers are not
producing while they are meeting: maybe there is a cheaper alternative
for communicating your ideas, for example by e-mail.
Rule 2: Clarify objectives
It must be clear to the person calling the meeting whether it is to
exchange and evaluate information or to resolve certain conflicts.
Rule 3: Call the right people
The key to the success of a meeting consists in something as simple as
calling professionals with decision capacity, experts in specific
questions, work colleagues who contribute ideas and generate opinion.
It is fundamental that each one have a specific weight but that there
also be a balance. The ideal number of participants at any meeting is
set, according to experts, at between six and nine persons, it being a
serious error to call more than 12 persons. The ideal time to hold a
meeting of this type is mid-morning.
Rule 4: First give the subject matter in writing
Before the meeting all professionals are grateful to be given a
structured agenda with the date, time and place of the meeting,the
minutes of the previous meeting with the things that were left pending
and the new points to debate and resolve.
It is key that the subjects of greater importance be treated in the
middle of the meeting. Moreover, the time allotted for discussing each
point must be set, as well as the participantswho will conduct these
subjects.
Rule 5: Choose the right place
Good acoustics, comfortable seating, good ventilation and isolation of
the hall, projection screens, blackboards, computers, paper, pencils,
etc., are some of the essential elements at any meeting.
Rule 6: Watch the clock
A meeting should never last more than the time that has been set in the
subject matter and should never last more than 90 minutes. The shorter
it is the better; that is why it is recommended to specify as much as
possible the points to debate.
Rule 7: Quality in communication
Both verbal and non-verbal communication must be dynamic; it is the way
to make oneself understood by the rest. That is why it is as important
to know how to listen and speak during the conversation as to
synthesize the ideas being expressed. The experts recommend the use of
pauses between the different conversations of the interlocutors, choose
words in their right correct form and name at all times the
participants. Remember that ending a meeting right is as important as
beginning it correctly. For this reason at the end of a meeting the
contents expressed must be synthesised, set a date for the next
meeting, point out the achievements that have been obtained and thank
everybody for their participation and contribution of their ideas.
The meetings that fail are unnecessary,routine and trivial.
7 GOLDEN RULES WORTH REMEMBERING:
Rule 1: Evaluate the cost of the meeting.
Rule 2: Clarify objectives.
Rule 3: Call the right people.
Rule 4: First give the subject matter in writing.
Rule 5: Choose the right place and time.
Rule 6: Watch the clock.
Rule 7: Learn how to listen and how to speak.
