Techniques in Enhancing the Effectiveness of Meetings - Term Paper Example

?Techniques in Enhancing the Effectiveness of Meetings Introduction Meeting is the strategic tool of companies to enable the gathering of relevant people to tackle their issues and problem. It is also a method of most companies to disseminate substantial and adequate information that employees must know. Thus, meeting is an important aspect of the business because it allows communication among the members of an organization. However, there are meetings that are wasted due to its ineffectiveness. Ineffective meetings constituted the late arrival of invited individuals; the lack of planning; wrong people attended the meeting; people are not listening or participating and redundant agenda; no reason in conducting a meeting; and the leadership problem of organizations. These signs indicate that companies must reform their strategies in dealing with important matters through meeting. This paper aims to discuss the techniques that companies must employ in improving the effectiveness of meetings. Techniques to Improve Meetings Use Meetings to Fit the Purpose Henkel asserts that the purpose of the meeting defines what types of the meeting to be used, managed, or developed. Meetings could have different purposes such as reporting, presentation, problem-solving, and decision-making. The decision whether to use nominal groups, brainstorming, or technology depends on the leader after the identification of the purpose. Nominal group is intended for encouraging the involvement of participants in the meeting. Each participant writes suggestions, idea, and opinion on the subject of discussion. Then, the ideas are discussed within the group. Moreover, comments are also shared to determine other points. However, the limitation of this structured meeting is only applicable when the topic is a general idea, which every person can relate or contribute valuable information (Henkel 33). Brainstorming is another type of meeting wherein people convene to gather suggestions and comments in facilitating discussion. Brainstorming is necessary when dealing with a complex situation or issue that needs analytical, creative, and practical ideas. This type of meeting also encourages individuals to speak up and defend their ideas (Henkel 34). Technology aids companies in communicating information and concerns with employees. Email ensures that participants have the time to think and analyze the question before answering. This provides convenience for companies with a huge number of employees because email can send message one at a time. Aside from email, companies use online group message and instant messaging in conducting a meeting so that members can share their thoughts, opinions, and suggestions. Moreover, virtual meeting serves as an option for leaders who prefer the flexibility. They can reach various people in different locations and motivate cooperation among members (Henkel 35-39). Setting of Goals and Objectives/Agenda During the pre-preparation of meeting, leaders have acknowledged the importance of setting agenda to direct the flow of the meeting. This is essential in ensuring the effectiveness of the meeting because it lists action points that must be covered. Based on Shessel, clear goals and objectives are the reasons for achieving success in meetings. Meetings take time, so developing agenda avoids too much spending on similar subject with no sense of direction. Furthermore, the goals and objectives serve as marking points to determine the efficacy and efficiency of meetings (Streibel 16). Indicate People, Time, and Place It is notable that meeting incorporates the exchanges of ideas, feedback, or suggestion; hence, it needs knowledgeable and appropriate people who can give insights and opinions. Meeting does not mean that leaders will just call for participants who are available, but its techniques also evolve in choosing the right workforce. Henkel affirms that people have a “direct impact on what happens and how much is accomplished” (45). Thus, if the leader secures the attendance of inappropriate people, the success of formulating a good decision will be sacrificed. The author summed up that participants must be knowledgeable on the topic to be discussed, determined to look for solutions, available, and diverse background. Many business leaders have found out that choosing the right time has an impact on the output and involvement of people. They disregard scheduling meeting before holidays, weekends, or after holidays; instead, leaders devise strategies by which they conduct meetings in an informal setting such as during lunch, breakfast, or before office hours (Henkel 65). Furthermore, it is preferred to keep the meeting short because most participants complain about it. Shessel suggests that meetings should last 45-60 minutes to avoid boredom and weaken participant’s energy (21). In addition, place is integral in determining the effectiveness of a meeting. In choosing a place, leaders or companies follow these criteria: “comfort factor, equipment, convenience, commercial facilities,” minimal distractions, and “territorial considerations (Lippincott 36). To certify that participants are cooperating, it is important to establish the rules such as putting cellphones on silent mode. This is to avoid disturbances on the concentration of members. Meeting Preparation The traditional method of conducting a meeting involves the printed documents that entail the content and the topics discussed. Henkel ascertains that merely handing documents may be adequate to the members in answering their queries regarding the report. However, Sibbet points out that visual presentation is considered as an effective tool in conducting meetings. The author indicates that drawing communicates better than words. Drawing means the natural ability of a person to move or create tactics through gestures or body movements (xiii). Thus, leaders or reporters utilize visual presentation that could stimulate the imagination of their audience. The reporters talk in front of the members while graphics support their statement. According to Sibbet, visual presentation encourages participation of people because it assures that they are listening and attentive after the discussion. The interactive method of communication requires listeners to visualize and think of ideas that enable them to compare the image presented. Finally, visualization sharpens the memory of listeners, which leads to productivity. Thus, this technique motivates members to be creative. Fun at the Meeting This strategy is often misguided by team managers or leaders because of its association to reduce seriousness, which affects the result of the meeting. Parker and Hoffman admit that even though fun is incorporated in meetings, it can still achieve the goals and objectives; however, it has tolerable threats (118). Veeck and Williams state that organizations have reformed the traditional method of applying “Fun is Good Attitude” (37). Fun does not mean that the discussion will not cover the agenda, but it means setting a light atmosphere. Companies know that participants are facing stress and pressure in their everyday activities. This also entails setting a mood where everybody can laugh and share their stories, which might not be relevant to the topic (Templar 14). It is important that leaders know how to keep on the right path to prevent the danger of consuming time for jokes. Thus, team leaders must ensure that there is a time for humor and business. This will grant people of freedom because they can be their self without the judging attitude of members. Foods and Beverages Aside from combining fun and seriousness in the workplace, another technique developed by companies in breaking the boredom and unproductive meeting is through bringing of food and beverages. It is noted that “upbeat and enthusiastic” meeting can obtain excellent result (Lippincott 49). Food sharing is an effective method of establishing rapport with the participants. Donuts, cookies, and crackers, and vegetable tray are the foods that excite the taste of people even on a diet. In longer meetings, team managers provide beverages such as water, coffee, tea, and juice to lessen the habitual breaks of members. This technique eliminates the uncomfortable feeling of participants. Meeting Evaluation To measure the effectiveness of the meeting, team leaders facilitate in distributing an assessment tools. It is appropriate that, after the meeting, feedback will be provided to the participants to aid in enhancing the success of the next meeting. Henkel posits that this method is essential in obtaining “valuable information and opportunities for attendees to hear the other’s ideas... to discover the perception of others through their participation” (32). Reporters may receive negative feedback, which will lead to conflict; however, leaders should not take it seriously. Leaders must keep an open mind for feedback and suggestions from other participants since it is the primary goal of a meeting. In case of participants that want to leave the office premises, it is vital that team leaders must circulate a two-minute drill of assessment. The evaluation also includes the participant’s involvement during the meeting (Parker and Hoffman xiii). Conclusion Meeting is an occurrence wherein people meet, in a specified time and place, to discuss important matters of the business that require the suggestions and ideas of other people. Due to the routine and boring activity of meetings, its productivity or output is affected. Companies devise strategies to improve the effectiveness of meetings. Leaders must consider the purpose of the meeting that suits the types of meeting. To avoid wasting of time, the objectives, goals, and agenda must be clear to the participants. In the meeting’s agenda, ensure that these are specific by including who, what, and where. It has been characterized that these subjects are essential for the effectiveness of the meeting, which activates productivity and efficiency. Another important part is the preparation of the meeting wherein a visual presentation is recommended to ensure that the creativity of participants is motivated. Lastly, manifest fun during the meeting and build a relationship through providing food and beverages. Works Cited Henkel, Shri. Successful Meetings: How to Plan, Prepare, and Execute Top-Notch Business Meetings. Ocala, FL: Atlantic Publishing Group, 2007. Print. Lippincott, Sharon M. Do’s, Don’ts, and Donuts: The Complete Handbook for Successful Meetings. 2nd ed. USA: Lighthouse Point Press, 1999. Print. Parker, Glenn, and Robert Hoffman. Meeting Excellence: 33 Tools to Lead Meetings that Get Results. San Francisco, CA: John Wiley & Sons, 2006. Print. Shessel, Ida. Meeting with Success: Tips and Techniques for Great Meetings. Ontario, Canada: Multi-Media Publications, 2007. Print. Sibbet, David. Visual Meetings: How Graphics, Sticky Notes & Idea Mapping can Transform Group Productivity. New Jersey, USA: John Wiley & Sons, 2010. Print. Streibel, Barbara J. Manager’s Guide to Effective Team Meetings. USA: McGraw-Hill, 2003. Print. Templar, Richard. The Rules of Management: A Definitive Code for Managerial Success. New Jersey, USA: Pearson Education, 2011. Print. Veeck, Mike, and Pete Williams. Fun is Good: How to Create Joy and Passion in your Workplace and Career. USA: Rodale, 2005. Print. Read More