BUSINESS MEETINGS THAT WORK

 “People don’t have good meetings because they don’t know what good meetings are like.”

I. Most managers are forced to meet with colleagues because:
 
 A. They are scheduled and attendance is not optional;

 B. Participants have ulterior or non-meeting-related motives for attending;

 C. They have no other options for achieving their goals.

II.  A formal meeting is a communication alternative available when you cannot accomplish
  your goals or objectives in any other way.

A. Professional meeting consultants see the following as legitimate reasons for taking people’s time, spending their company’s money, and devoting both energy and effort into a meeting:

1. To motivate;

  2. To educate;

  3. To recreate;

  4. To initiate;

  5. To network;

    6. To reward. 

III. A business meeting is a gathering in which a purposeful exchange or transaction occurs among two or more people with a common interest, purpose, or problem.

A. Think about calling a meeting when you need to:

  1. Talk about goals;

  2. Listen to reports;

  3. Train people;

  4. Build morale;

  5. Reach a consensus;

  6. Gather opinions.

 B. Don’t call a meeting when:

  1. A key person is not available;

  2. Participants do not have the time to prepare;

  3. Personality conflicts or the plans of higher management might make the meeting a waste of time.

 C. Here are three issues that are essential to the success of any meeting, regardless of size, length, or purpose.

  1. The objective.

   a. First, consider why you want people to meet fact-to-face.

   b. Next, validate the objective and potential outcomes to the best of your ability.

  2. The agenda.

   a. First, prioritize your agenda items.

   b. Next, assign realistic amounts of time to each agenda item.

   c. Stick to it!

  3. The participants.

   a. Invite only those people who are directly related to the goals for a meeting.

   b. Don’t invite others whose participation is not essential or whose time would be better used doing other things.

 D. Here are some additional steps you should consider when planning for a meeting:

  1. Arrange for a meeting time, date, and place.

  2. Coordinate details at the meeting site.

  3. Announce the agenda - unless secrecy is essential.

  4. Assign roles such as the facilitator, recorder, leader, and participant.

IV. The style of business meeting you select must fit the preferences of those who will
 participate as well as the business needs or the organization.

 A. The staff conference:  here each team member reports to you on how his or her project is going, answers your questions, and makes recommendations.  This works well if you clearly outrank every person in the room.

B. The “Congressional” system:  here people just do not talk when they please: it is hands up, like in school, and when everyone has had their say, they vote.

  1. This works well when all members are of equal standing.

  2. Particularly useful if you have particularly argumentative members or if issues to be discussed are especially contentious.

C. The “House of Commons” system:  here although you are clearly the ranking person present, but to make the meeting more democratic you appoint (or have elected) another member to chair the meeting.

  1. Saves you planning time.

  2. Gives other members leadership experience and encourages subordinates to talk.

V. Avoid the following items to keep your meeting on track:

 A Topic drift.

 B. Breaking time agreements.  Start the meeting on time and keep to time budgeted for the agenda.

C. Sub-group focus or dialogue among a few members of the group.

VI. Lead by example to get the participants to listen during meetings.

A. Remember each person is entitled to his or her own point of view, but they are not entitled to their own set of facts.

B. Pay attention to your own point of view especially as it relates to others.

C. Remember that considering an issue from many different viewpoints is what makes a team smart.

 D. Pay careful attention to what others say so that you can play back their words to them exactly.

 E. Hear others with the intention of integrating your point of view with as many others as you can.

F. Think about outcomes for the group and achieving the groups’ goals, not merely your own goals of contributing to the process.

VII. Nonverbal communication can play a key role in the success of your meeting.

 A. Here are a few ideas to minimize participation and interruptions:

1. Set up a long, narrow table for a smaller meeting, placing the leader at the end.

  2. Choose a seating arrangement that minimizes eye contact between participants (classroom-style seating), where one presenter faces the audience.

3. Create an expectation that speech only comes from the front of the room.

 B. Here are a few ideas to maximize participation and collaboration:

  1. Choose a round or square table, with the leader seated as a member of the group.

2. For longer meetings, set up chairs in a U-shape, instead of using classroom-style row seating, so that participants face each other.

3. For large groups, arrange banquet-style seating to accommodate five-to-eight, using as many round tables as necessary.

VIII. Writing down ideas during meetings is highly encouraged.

 A. In every meeting, someone should be designated to take notes.

 B. It is important that these notes are taken from the meeting and turned into actions.

 C. 3M Corporation has aided in this process with the development of a digital whiteboard.