Report on Effective Meetings

Effective Meetings

Shawn Wegner

Professional Communication

Introduction

It is frustrating for a member to leave the meeting without understanding the issues discussed. Similarly, it is unproductive for companies to hold meetings for long hours without meaningful results. The main cause for ineffective meetings is unclear agenda, disorganized deliberations, and adjournment before making a conclusion. However, some strategies can be initiated to conduct effective and efficient meetings that make employees feel energized and excited about the next task. To hold an effective meeting, the leaders should make sure attendants understand the meaning of the meeting, evaluate how effective it is, and find out if attendants are satisfied with the meeting.

Background

The rate of success and effectiveness of a meeting can be determined by analyzing it using six steps. These steps include; establishing the purpose of a meeting, communicating the purpose of the meeting to relevant participants, choosing relevant attendants, pinpointing agendas that should be discussed, maintain the plan of the meeting, keeping attendees engaged and summarizing the meeting (Bagire et al., 2015). For future purposes, after concluding a meeting and evaluating its success and effectiveness, a controller can take feedback from participants that depict whether they were satisfied and what changes should be done to enhance the efficiency of the next meeting.

Body

Methods/Procedures

  1. Collection of data from articles
  2. Collection of data from texts

Findings

According to Romney et al. (2019), meetings should always be conducted with a purpose.  Consequently, the purpose of the meeting should determine whether the employees should meet in a real discussion to achieve the objective. Secondly, the communication of the purpose of the meeting ensures that participants attend while adequately prepared. Pilkington et al. (2018) adds that when participants are informed before, they prepare the necessary documents and attend the meeting in time. Further, ineffective meetings are characterized by attendants who have no connection with the agenda. Pilkington et al. (2018) acknowledge that attendants must have common knowledge and experiences to deliberate on a common goal. As such, a meeting on marketing and promotion should involve employees from the marketing department.

Notably, the main reason for holding a meeting is to, discuss or inform attendees about a certain agenda. Consequently, Pilkington et al. (2018) explain that every meeting should have a precise agenda to ensure that every participant sticks to the plan. Also, Larsen (2016) explains that keeping attendees engaged increases their attention and participation. Sometimes meetings can take a lot of time, or the agenda can be boring making most participants to be uninterested. Finally, an effective meeting ends with a summary. The summary ensures that all participants leave the meeting with a common understanding and conclusion of matters under deliberation.  LeBlanc and Nosik (2019) explain that the summary includes pointing out key issues discussed, responsibilities assigned and deadlines placed.

Discussions

The chairperson, secretary and any other official should meet before to establish the objective of the meeting. They should discuss the type of meeting, the time to be spent and the participants. Secondly, to ensure maximum participation and discussion of relevant topics, communication is vital in guaranteeing every attendant is aware of the meeting agenda. Communication is one of the most important strategies when holding an effective meeting.  Moreover, every meeting should have specific attendants who are directly connected with their agenda for their presence to be crucial.

When a meeting has a concise agenda, the possibility of participants introducing new issues during the meeting is avoided. For instance, a meeting agenda on marketing and promotion can not include the company’s retirement policies as one of the agendas during the meeting. Also, any attendee who tends to bring an irrelevant topic on the table is quickly shot down and reminded to stick to the already defined agendas. Moreover, on the start of the meeting, the chair should inform members of the ground rules, the time limit for every agenda and the overall time spent on the meeting.

To ensure active participation, visual aids can be placed in front of attendees to maintain their eyes up front to avoid distractions. Also, attendees should be allowed to give their perceptions on issues that are being discussed to keep them engaged and have their presence felt. Lastly, a summary determines whether the participants have been satisfied by the meeting and if any changes can be done to the conclusions.

Conclusion

For any effective meeting to take place there is need for good organization and coordination between the leaders and the members. An effective meeting should be attended by the appropriate members who should have been informed of the meeting early enough. The meeting should focus and stick on the main agenda which is normally communicated prior to the meeting. During the meeting, there should be a controller who ensures deliberating members stick to the agenda and use the given time appropriately.  Also, speakers should ensure they actively engage members through visual aids, question-answer sessions a strategy that also ensures all members participate. Lastly, the chair should ensure they summarize the main points deliberated in the meeting to ensure everyone

Recommendation

  1. Participants should be informed about the agenda of the meeting.
  2. Participants should have relevant information to participate in the meeting’s agenda.
  3. Attendees should be controlled to maintain the discussion to the specific agenda that initiated the meeting.
  4. The meeting should be conducted in such a way that participants are satisfied during the meeting as well as the conclusions made.
  5. Any meeting that is conducted should utilize the three primary strategies to determine the successfulness and effectiveness of the meeting.
  6. Every meeting should have a summary and should involve following up with attendees via email or phone call within 24 hours.
  7. The summary should point out key issues discussed, responsibilities assigned and deadlines placed.

References

Bagire, V., Byarugaba, J., & Kyogabiirwe, J. (2015). Organizational Meetings: Management and Benefits. Journal of Management Development34(8), 960-972.

Larsen, L. (2016). PLANNING more MEANINGFUL meetings. Government Finance Review Junn, P18.

LeBlanc, L. A., & Nosik, M. R. (2019). Planning and Leading Effective Meetings. Behavior Analysis in Practice, 1-13.

Pilkington, C., Soar, D., Baugh, N., Stojanovic, J., Katugampola, H., & Hoskins, S. (2018). 078 Effective meetings-how to improve productivity of meetings.

Romney, A. C., Smith, I. H., & Okhuysen, G. A. (2019). In the trenches: Making your work meetings a success. Business Horizons.

Romney, A. C., Smith, I. H., & Okhuysen, G. A. (2019). In the trenches: Making your work meetings a success. Business Horizons.

find the cost of your paper