Business Management: Effective Meeting - Essay Example

Business Management: Effective Meeting 1. Introduction Reflective practices are essential self assessment criteria for improving one’s personal and professional competencies. They also help to identify our shortcomings so as to acquire new knowledge and skills for improved performance. The need for reflective practices becomes highly critical elements of competitive advantage. Hence, I have adopted reflective practices within my personal and professional life. The critical assessment of the events and actions helps provide me with the opportunity to improve my work techniques and communication. In the paper I would broadly be reflecting on the ways I contribute to official meetings and my interactions with my colleagues and superiors. 2. Reflection on productive meetings There are two ways main ways that I have attended official meetings. Once I had chaired a productive meeting and at other times, I was a participant. 2.1 As a Chairperson As a chairperson of a productive meeting, the success of the meeting was a hugely important issue for me. Pre-defined guidelines are vital ingredients of productive meetings (McNeil, Bellamy &Burrows, 2000). So I had taken great care to follow the guidelines which are as follows: 2.1.1 Setting agenda Two of major five agendas of the meetings were decided on the basis of past meeting and the rest were unanimously decided by the four head of the different departments. The agendas were important issues that needed to be discussed for new perspectives in the changing environment of recession and cut throat business. With the help of my colleagues, I was also able to decide about the major participants and stakeholders for the meeting. The meeting details like day, time, location and timeframe for each issue were also chosen and duly communicated to participants. 2.1.2 Framing rules for meeting Framing rules for conducting the meeting was critical element of its success. Hence, prior rules and guidelines for the conduct of the participants and timeframe of discussion on the various topics were decided in advance. There are many ways to derail meetings (Brody, 2005). Hence, I decided for a facilitator, who would be able to ensure that participants follow the rules. Another person for recording the meeting minutes was also appointed. 2.1.3 Informing the participants An advance copy of agenda for the meeting along with recent information regarding global concern for the issues and rules were distributed to the participants and their consent for attendance was made mandatory. It was done so that if any of the participants was not free to attend the meeting, a suitable replacement could be made. The participants were requested to go through the papers and come prepared for the meeting. They were also informed of the importance of being on time for the meeting. 2.1.4 Warm up techniques and Meeting discussion As punctuality was emphasized in the pre-distributed agenda, all participants were on time. The provision of pre-drinks, both cold and hot, was highly appreciated and broke the ice between the participants. The ten minutes warm up session had greatly relaxed the participants who were ready to tackle the more serious issues of the meeting agendas. The various points of the agenda were taken one by one. The facilitator was a good idea because he had specialized in human psychology with good listening power. When the participants digressed from the main issue or extended their time limit, he was able to point it out and was able to bring them back on the track. He was assertive without being aggressive. I had also ensured that each of the stakeholders was able to give his or her ideas on the issue. I had used wit and humour to ease tension among the participants and helped promote a proactive session where people could put forward their opinions without the threat of a backlash. We were able to generate as many different ideas and opinions as possible within a given time schedule. The various perspectives and paradigms of the agendas hugely facilitated in resolving the problems and come with realistic action plans. 2.1.5 Action plan and implementation For each of the agenda and issues discussed, we were able to develop an action plan. The responsibility for the implementation of the same was also given to the persons. I had assured them that for any problems each of them was welcome to share the same with me so that resolution of the same was expedited. This was greatly appreciated by the participants because they were apprehensive of unforeseen circumstances which could adversely impact the implementation of the action plans. 2.1.6 Feedback I had especially emphasized on the need for regular feedback on the various levels of implementation of the action plans. It would help us to identify the factors that could be hindering the expected outcome. 2.1.7 Analysis The meeting had ended with a thorough analysis of the salient points of the discussions, majority of which were the important inputs from the participants themselves. I thought it advisable that the data generated through the free flowing discussion be categorized into common features for easy synthesis. Analysis and prognosis of the synthesized data, with the active participation of the group members, frequently result in consensus on main points leading to friendly resolution of the dispute. It did turn out to be a great success amongst the participants. 2.1.8 Future plans and Decision on next meeting and carrying forward of important issues One of the agenda had turned out to be long drawn discussion. With more ideas and perspectives on the issue, it was decided that it would be further discussed in the next meeting. In fact, the facilitator was the person who suggested that this was an important issue and needs to be included in the next meeting. 2.1.9 Breaks between sessions There were five main agenda so two tea break and lunch was thought to be appropriate as break between discussion. The sumptuous lunch with lots of salads and fruit ensured the wellbeing of the participants. But the tea break with biscuit was not so popular, especially in the last session! I think, in the next meeting, especially in the last session tea break, I would provide more option of snacks. All in all, I think the meeting had gone rather smoothly, achieving all its aim and objectives. The facilitator had played vital role in the meeting. One thing that lacked in the meeting was the use of video conferencing with stakeholders from different branches because one of the issues was related to the organization’s performance in the recessive trend. Stofega (2007) believes that video conferencing significantly improves business outcome. The inputs from branches across the region and globe would have significantly contributed towards solutions which would be globally successful. We need solutions that could be applied across the globe. I had primarily played the role of mediator and exhorted participants to contribute to the issues and ideas. I think I was fairly successful. But at the same time, I feel that I had lacked leadership initiative as I felt that I was less proactive in the discussion, although I had encouraged and ensured that everyone took part in the discussion. Next time, I would ensure that I also become more proactive in the overall discussion. 2.2 As a participant As a participant, I was particular on being punctual. I had gone through the agenda and the rules. Since I was representing my department’s projects and progress, I had ensured that I was fully equipped to answer any questions regarding the issues that concerned my department and area. I also tried to understand the various other issues and gathered as much information about them as possible. I wanted to contribute to new ideas. But during the discussions, I found that though I had good ideas, I was hesitant to express them. It was only when the chairperson had specifically included me in the discussion I was able to voice them. I also found that I was not assertive and let other participant overtake my point and ideas. I need to develop more assertive personality and inculcate confidence. I believe that by discussing my ideas with my colleagues and friends, I would develop confidence and probably more extrovert nature. I need to come out of my shell and become more proactive. 3. Reflection on my interaction with people within and outside the workplace Interaction with colleagues and people in the professional arena helps develop a bond that is mutually beneficial as well as fruitful in the long run. In my organization, workforce comprise of people coming from different race, culture, colour and nationality. Elashmawi (2001) asserts that the successful global manager needs to understand values of other cultures). Hence, I try to encourage understanding of cross cultural values which are important ingredients for developing productive work relationship. I also make efforts to listen to the problems of my colleagues and take their suggestions seriously. This helps to develop more trust and mutual respect which not only strengthens interpersonal bond but also creates a congenial work environment. My major weakness is that I am not assertive in teamwork. I let other people within the team override my suggestions and ideas. I therefore need to inculcate more confidence and assertive nature. I try to do so by observing other team members and how they handle issues and project their ideas. It helps me to understand their reactions to different situations and issues. I believe that by understanding how my colleagues react to the different situations, I would be better equip to interpret actions and reactions of other people and therefore, would be able to project ideas more assertively and with confidence. (words: 1596) Reference Elashmawi, Dr. Farid. (2001 ). Competing Globally, Mastering Multicultural Management and Negotiation. Kindle edition. Butterworth-Heinemann. McNeill, Barry W., Lynn Bellamy and V.A. Burrows. (2000). Introduction to Engineering Design: The Workbook. 9th Ed. New York: McGraw-Hill/Primis. Ralph Brody. (2005). Effectively Managing the Human Service Organization. Los Angeles, CA: SAGE William Stofega. (April 2007). Seeing is Believing: The Value of Video Collaboration. A white paper by IDC. Read More