How to Set Up a Business Meeting
Multiple meetings occur each second of every day. And it's easy to suspect that many of them prove to be ineffective. Why is that?
For an answer, consider the purpose of meetings. I'd suggest that meetings exist to nudge ahead progress. Even if it's only a slight move, when the meeting attendees exit, the subject of the meeting has to have changed in some way (hopefully for the better). You need structure to accomplish that. Here are five steps that will help you hold effective meetings--sessions that move subjects forward.
1. Be a reporter. Make sure you let your attendees know the who, what, why, when and where of the meeting. It prefaces the agenda. It might look like this:
Who: Members of the Retired Executive Group (name the actual names) What: Decide on a formal group name
Why: To establish a formal group structure When: February 17, 2009 from 3 to 4 p.m.
Where: Starbucks at 2111 S. Glen Street in Harwood Heights A reporter informs readers. That's what has been done here. What happens at the meeting? That's what's in the agenda.
2. Set an agenda. This means clearly listing the objective of the meeting and supporting points using specifics. For example, here's an agenda for a meeting I ran for a business group I'm involved with:
- Objective is to select a name for the group
- Start a 10-minute brainstorming session
- Record results
- Cull the names down to five
- Check domain availability
- Debate those names where a domain is available
- Select a final name
This agenda not only provided a clear objective--to walk away from that meeting with a name--it provided the steps the attendees would take to do it. If we followed the agenda, we would make our goal. And we would have moved our subject forward.
3. Send out the agenda (via email or snail mail) 5 to 7 days ahead of time. You want your attendees to be aware, to prepare and to be there.
It doesn't always happen, of course. I find that, if you have 10 attendees, 10 will be aware of some of the agenda (usually the five w's), two will prepare and seven will be there. That's OK. You can only control your actions.
Also, call all of the attendees 2 days prior to remind them of the meeting.
4. Have copies of the agenda at the meeting. Most of the attendees will not bring the agenda with them, so have copies ready. Distribute and read through it when everyone shows up. Now you can begin the session with everyone on a level field.
5. Start and finish on time. If inclement weather or other common factors exist, you can delay the meeting. Otherwise, I suggest starting right at the time you noted on the agenda. If someone comes in late, that's OK. Acknowledge him, give him an agenda and keep going. He'll catch up on his own.
One of the most frustrating things I've experienced in meetings is when a 1-hour session turns into 90 minutes without it being mentioned by the facilitator. Believe me, you'll be given silent but heartfelt kudos when you end the meeting ahead of or on time, or inform the attendees that it may go overtime.
And what's better than not only advancing your subject, but doing it with an aura of good will?
Questions 1 - 7
Questions 1 - 7
Complete the summary below.
Choose NO MORE THAN TWO WORDS from the text for each answer.
There are several steps you can take to avoid your meetings being 1 . It's a good idea to keep in mind that the reason for having the meeting is to make some 2 with the issue(s) you have. Before the meeting make sure everyone is aware of the who, what, why, when and where of the meeting. Amongst other things this will help to formalize the 3 . Also of course an agenda needs to be drawn up containing the objectives and the steps needed to achieve them. Attendees should receive this document several days 4 the meeting. A good way to start the meeting, when everyone is present, is to 5 the agenda. Though it's often the case that some attendees will arrive late, it's still preferable to kick off the meeting 6 . Finally, remember that everyone will be much happier if you are able to move forward on 7 within the allotted time frame. |
Questions 8 - 14
Complete the sentences below.
Choose NO MORE THAN THREE WORDS from the text for each answer.
The main document if you want to sell your business is the
8
.
When there are no other options available to you, you will need to
9
.
However you decide to exit you will need
10
the legal system.
People who are
11
do not need to consult with others regarding the how to close the business.
Handing your business over to another person is called a
12
.
Going public with your business is, for many people, often no more than
13
.
Whichever exit strategy you choose you will need
14
it.
Question (15)
Questions 15 - 21
Do the following statements agree with the information given in the text?
TRUE | if the statement agrees with the information |
FALSE | if the statement contradicts the information |
NOT GIVEN | if there is no information on this |
15
The organization deals with all complaints within 10 working days.
16
If you are not satisfied after Stage 1, you should contact a senior manager.
17
Stage 3 is the organization's final review stage.
18
The organization assumes you are happy if you do not respond back at any stage within 4 weeks.
19
The organization's quarterly review is well-received by customers.
20
The quarterly review invites all customers to give their feedback.
21
You can not avoid stages 1 -3 by requesting an independent assessment.
Question (22)
Questions 22 - 27
The text has eight sections, A - H.
Which section contains the following information?
22
avoiding distancing your listeners
23
consider using realia to make a point
24
a mention of 8 secrets to success
25
helping your audience to use what you are giving them
26
the need for rehearsal
27
a problem-solution approach
Question (28)
Questions 28 - 40
The text has seven paragraphs, A - G.
Which paragraph contains the following information?
28
The need for managers to understand peoples' feelings
29
A tool which will be used when communicating with just a single person
30
How personality will become more important
31
An example of video fs power compared to the written word
32
A need for corporate change
Question (33)
33 Large corporations are already using video extensively.
34
We will probably like the managers of corporations a lot more.
35
Business leaders will have to be seen in public.
36
A business leaders ability to sell themselves will become more important.
37
The new bosses will have to be physically stronger.
Questions 38 - 40
One change which is predicted is that in order to motivate
38
, managers will use different techniques, for example, using
39
rather than data. Another change, and no doubt a positive one, is that because of the need for
40
when using video, companies will have to bring more clarity to their business. |