How to Run a Successful Meeting

             Running a successful meeting in any organization is the result of achieving all the meeting’s objectives.  Although there are a variety of reasons to hold meetings, team leaders and meeting facilitators conducting a successful meeting should leave with a feeling of accomplishment.  This report will provide information that describes some methods involved in running successful meetings that establish meeting objectives. What is the general perception here regarding the importance of successful meeting? 

What is the definition of a meeting?

            It is the act or process that describes an instance where groups of people come together for discussion. These formal or informal assembles are called to discuss issues, debate, and make decisions. However, a successful meeting achieves objectives that satisfy the participants in a short time (Roebuck, 2006). There are many reasons and purposes for calling the staff to a meeting, but a plan and strategy must be in place. Whether you are meeting to develop ideas, elicit information, make plans, or make decisions, conducting successful meeting must be the key in your efforts.

Meetings conducted within the last 30 days – Successful or not?

            The graph below show results from an opinion poll conducted. How successful was your last meeting?  Poll indicated meetings were productive.  Despite the bad rap that meetings are unproductive, a good meeting can increase the company’s morale.

Methods of conducting meetings

            Be cautious with time. Too often meeting is held longer than necessary. A successful meeting takes planning ahead. Having the purpose of the meeting establish with the participants is crucial.                                                                                                                                    

            A meeting without expressed purpose can create tension among the participants. Be aware of previous circumstances prior to the call for this meeting. A clear understanding of meeting objectives is essential to an effective meeting. If participations know with to expect that will make an easier transition into achieving the objectives.  Once that is established move on the agenda, the attendees, place and more importantly, the time permitted. If there is some review, begin and resolve and move to the new issue and/or issue. Remember to STOP. Evaluate the progress made toward achieving the objectives of the meeting.

Guidelines to follow as a conductor/facilitator in a meeting

·                               Be on time.

·                               Follow the agenda.

·                               Communicate the objectives.

·                               Ask for attention.

·                               Move quickly to allow for discussion

·                               Encourage people to participate- Diverse opinions

·                               Control excessive discussion to avoid “group think” (Roebuck, 2006)

·                               Utilize listening skills

·                               Review meeting outcomes.

·                               End On Time

Successful meeting theories

           

            In meeting the goal conducting and/or facilitating a successful meeting; no what the problem is or the information that is needed to be discussed, instead of going directly to the solution. Get as much information for the attendees as you can. Quality professionals call this getting to the root cause through analysis.  Some conflict is good, if it does not become personal. One does not want to leave any meeting feeling intimidated. The best meetings have debate and involve conflict resolution.  The general ideal of the role of the facilitator is to lead by encouraging people to express their ideals and opinions when the meeting’s objective is clear. It is true that a meeting needs a leader, no matter how insignificant it seems.

Successful meeting outcomes

            As the conductor, the job is complete when the meeting has achieved the expected outcome. The plans were made, the participants were present, the agenda was followed, the meeting ended on time, and the objectives were accomplished (Timm, P. 1997).

Review

Elements of successful meetings

·                               State the specific purpose

·                               Confirm allotted time for meeting

·                               Review existing or establish new agenda

·                               Set meeting priorities and topic times.

·                               Determine that your role is to be a leader

Conclusion

            Successful meetings require time, committee, and the ongoing development listening skills in order to meet organizational objectives. In business facilitators should conduct meeting that not just leave them with a feeling of accomplishment but knowing that a successful meeting changes the participant’s perception as well.

Suggestion for Company Staff Opinion Poll

            To survey how many participants use the agenda to follow the meeting or do they just listen and discuss ideals and share opinions regardless of the objective. Are meetings better organized with a conductor?

            

References:

 Roebuck, D.B. (2006).  Improving business communications skills (4th Ed.). Upper Saddle River, New Jersey: Pearson Prentice Hall.

Farivar, C., (2007). CBS Money Watch. How to run an effective meeting. http://www.cbsnews.com/8301-505125_162-51061211/how-to-run-an-effective-meeting

Timm, P.R., (1997). Business Meetings. How to hold successful meetings: 30 action tips for managing effective meetings. Career Press (Franklin Lakes, NJ)

Francisco, J.M., (2007).  Information Management Journal. How to create and facilitate meetings that matter. Learn how to plan and run a successful meeting using crucial checklist. Information. Bridgepoint effect.com/