An Effective Meetings - Essay Example

Effective Meetings Effective Meetings Effectiveness in meetings within organizations is achieved through various approaches, traits and models in addition to the application of various skills, knowledge and talents by leaders, managers and employees (Stanley, 2006). The contemporary work environment is characterized by diversity among employees as motivated by the forces of a globalized economy. This reflects that an effective meeting should be inclusive of the diverse elements among members of an organization. Additionally, there is increased adoption and use of information technologies within modern working environment (Rollof, 2009). This means that organizations would employ technology as a way of facilitating communication and relationships during meetings. Ineffective meetings on the other hand lead to a situation where an organization is not able to make accurate and timely decisions. As a result there is failure to effectively meet strategic goals and objectives (Kuhn, 2008). This paper gives a critical analysis and discussion of effective meetings with a view of illustrating how this it leads to effective management of the diversity within modern workplaces and implementation of technology to enhance communication and relationships during meetings. Workers within organizations have needs for learning about various activities and decisions within the organization. Such needs are usually achieved through meetings (Kay, 2005). Meetings serve the purpose of enabling workers to learn directly rather than relying on the grapevines on various issues such as personnel policies (Blanchard, 2002). Meetings also enable employees to be active participants of the issues which concern or affect them (Stanley, 2006). The diversity within the workplace demonstrates that the manner in which meetings are conducted is adherent to the diverse needs of the employees and communication approaches. The importance of proper relationships and communication within meetings further shows that the importance of effective meetings is not to be taken for granted (Finley, 1999). In this line of argument, proper communication has been argued to be the most significant prerequisite to effective meetings (Rollof, 2009). Communication is part of the whole meeting process. This means that the meetings must be planned early and communicated to the employees in advance so that they would be able to fix the meetings into their schedules (Kirtland, 2002). The planning of meetings must accommodate the diversity within the work environment (Rollof, 2009). For example the dates which are set for meetings and venue of meetings must be considerate of the unique values among employees. Therefore employees must be given due communication of where they are to meet and at what time in addition to the agenda that is to be discusses (Stanley, 2006). These elements comprise of an effective meeting. The effectiveness of meetings also depends on the modes of communication which is used to provide employees with details about these meetings. Technology is widely applied within the modern work environments in the communication of details on meetings (Kay, 2005). For example the meetings plans are communicated via electronic mail or through telecommunication systems. Nonetheless, the possible setbacks of technology such as the reduced guarantee that an employ with read an email must be considered in planning for meetings and communicating to employees about them. Effective meetings also include development of agenda in collaboration with all members of the organization who are affected by the meeting (Kuhn, 2008). More significantly the key participants of the meeting must be included in setting the agenda before the meeting is held. The setting of agenda for meetings includes discussions and interaction of the organizers so that the most important issues are included within the agenda. This means the diverse preferences within the work environment are considered in setting the agenda (Hawkins, 1999). Nonetheless, the setting of agenda for meetings should be objective so that the diverse needs do not lead to bias in setting up the agenda of issues that are to be discussed during the meeting (Wyatt, 1996). Efficiency in the distribution of the agenda can be achieved through the application of information and technologies. Therefore, the agenda would be distributed through the information system of the organization to ensure that the target audience receives it within the shortest time possible. Moreover, the employees should be informed about the agenda which has been forwarded to them through communication systems such as mobile phones (Rollof, 2009). During the meeting, the processes of effective proper must be employed for a meeting to be defined as effective (Blanchard, 2002). Communication should during meetings should be a two way process. It is in this sense that it has been argued that leaders who demonstrate transformational leadership models are likely to conduct effective meetings (Kay, 2005). This is because this leadership trait is characterized with increased communication and relationships where every member of the meeting is allowed to contribute to the discussion regardless of how remote their ideas may seem to be (Rollof, 2009). Additionally, transformational leadership has also been demonstrated to be in favor of consensus decision making during meetings (Stanley, 2006). Therefore effectiveness of meetings is achieved through sharing of ideas towards decisions which are acceptable to all members rather than a leader who dictates his or her employees during meetings (Donoho, 1995). During meetings, technology can also be used to ensure that effectiveness is achieved. This is through the use of technology capabilities such as teleconferencing and mobile phone discussions. This means that meetings ca n be made possible even when all or some of the participants are not together (Hawkins, 1999). Meeting etiquette must be observed during meetings for them to be effective (Kirtland, 2002). The dress code during meetings must be compliant to the diversity and the resultant divergence in beliefs and values related to dressing (Kuhn, 2008). For example many cultural beliefs favor conservative dressing during meetings. Therefore participants of meetings must reflect respect to the cultural values of meetings which pertain to dressing (Blanchard, 2002). Nonetheless, some cultures and religious beliefs would lead to specific dressing such as wearing of a head gear. Such situations reveal the need for understanding and respect for the various cultural values during meetings. Furthermore, diversity within work environments has led to language barriers during business meetings. For example when making deals with business partners within a foreign country, there would be need for a translator during meetings (Kay, 2005). Moreover, translations of the meeting agenda will be required in situations where diversity causes language barriers (Wyatt, 1996). It is therefore evident that effectiveness of meetings includes their ability to ensure that there is proper meting etiquette in terms of dress, communication even in terms of offering greetings. Professionalism should be employed during meetings so that they would be effective. This means that the chairperson and participants of the meetings must reach the venue of the meeting at the time when the meeting is scheduled to take place (Hawkins, 1999). In addition, the meeting should start and end at the right time (Kay, 2005). Professionalism within meetings includes ethical conduct during the meetings. Therefore effective meetings must not be characterized by bitter exchange of words, confrontation, embarrassment or abuse (Blanchard, 2002). Professionalism during meetings includes ensuring that there is mutual respect among all participants. This is regardless of the diversity in terms of age, gender, economic status, race, ethnicity, social standing and nationality (Kuhn, 2008). Effective meetings are also characterized by setting priorities among the issues that are to be discusses. It is therefore important that the participants stick to the agenda of the meetings. It could be ineffective and inappropriately ineffective for participants to raise personal issues or other issues which are not part of the agenda. It is however notable that at the end of a meeting, any other business that the participants would consider that they need to be addressed can be discussed. In light of the above discussion, diversity in the work place and technology within organizations are important considerations in ensuring effectiveness in meetings. This is because meetings must cater for the divergent needs of the diverse workforce and employ technology to facilitate communication before, during and after meetings. References Blanchard, K. (2002). Meetings can be effective. Getting Results ...for the Hands - on Manager, 37(10), 5 Donoho, R. (1995). Where is the diversity? Successful Meetings, 44(11), 60 Finley, M. (1999). New technology is changing how meetings are conducted. Office Solutions, 9(5), 44 Hawkins, C. (1999). The "F" words for effective meetings. The Journal for Quality and Participation, 22(5), 56-57 Kay, G. (2005). Effective meetings through electronic brainstorming. The Journal of Management Development, 14(6), 4 Kirtland, M. (2002). Effective meetings. Leadership Excellence, 9(7), 6 Kuhn, B. (2008). Workforce diversity [part 2]: An Effective Leadership Approach. Office World News, 34(6), 14 Rollof, J. (2009). Creative meetings. Innovation: Management, Policy & Practice, 11(3), 357-372 Stanley, T. L. (2006). Make your meetings effective. SuperVision, 67(4), 6-8 Wyatt, S. (1996). How to make your meetings more effective. Financial Management, 74(4), 64 Read More