Effective Meeting Management Essay

1352 words - 5 pages

In today?s ever-changing business world, time and money management have become key issues in corporate business strategy, beginning with effective management of corporate meetings.Despite how one feels about them, they will probably agree that workplace meetings are necessary, and they can play a vital role in the corporate world. When meetings are conducted efficiently, they have the potential to produce great results. Unproductive meetings, however, can be one of the biggest institutional time-wasters we suffer (King, 2003).To organize company communications, one must first organize and implement a meeting system. For meetings to be effective they must be thought out, organized and well planned. The employees need to feel they are able to talk over any concerns that they may have. Those attending need to feel they are able to talk over any concerns that they may have. All meetings must have a solid agenda, structure, and time line. There should be a note taker for anyone that cannot be there and one employee counting the minutes of the meetings (Cannon, 2003).One common mistake people make is to conduct unnecessary meetings. When deciding on whether to schedule a meeting or not, one should determine whether a meeting is needed to achieve the desired results. If one can achieve results without a meeting, then do not schedule one.Conducting Meetings When a meeting is necessary, there are some simple things that one can do to ensure that the meeting is timely and productive. Preparation is one of the best remedies for unproductive meetings. One can make your meetings more productive when you take time to prepare an agenda. A good agenda should be brief and interesting. To have an effective meeting, one must adhere to the agenda and keep the meeting short. Setting a schedule for the meeting is beneficial for everyone. A long meeting may bore the employees and they may only half listen to the discussion and/or not participate. One should plan the agenda and use Power Point slides, handouts, or transparencies to maintain clarity and make one?s point. (Cannon, 2003). One must create a free ?flowing, open atmosphere for the employees so that they give their input.More often than not, meetings are bogged down when unrelated topics work their way into the current meeting?s discussion. Refrain from allowing certain issues or people to dominate the meeting. Allowing issues and/or people to dominate the meeting can lead to longer meeting times, and possibly cause the focus of the current meeting to be lost and issues to go unresolved. Avoid this trap by staying on course. Create a ?Parking Lot? or an ?Issues Chart? to table any unrelated items to be discussed at a separate meeting.Meeting Etiquette The entire purpose of meeting is to receive information, ideas, and thoughts from the employees so that an effective plan of action can be implemented. Clear agreements and precise accountability systems are the lens through which most difficult behaviors are...

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