August 31, 2015
This is the story of four people named Everybody, Somebody, Anybody, and Nobody. There was an important job to be done and Everybody was asked to do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. Consequently, it wound up that Nobody told Anybody, so Everybody blamed Somebody.
The same is true in work places where meetings are organized and performed in unorganized and unplanned way since meeting is one of the tools that help people operate and activate their given undertaking at any given work place in expeditious manner. When such meetings are organized and arranged in order to produce useful fruits, they should be organized and well planned before they are done. Meetings are far beyond chairs, tables and peoples since they are organize with the intention of bearing fruits that give perspectives and directions to the future by resolving and remedying problems and difficulties of past and present.
I had a conversation in this past weekend about the social and political condition of this county in a time when politician hold their regular congressional meeting about the affairs and progress of this country. And I asked the person, what is their main propose of such gathering and he replied, they probably need to change their diapers. This is quite funny and interesting remark one ever heard since even if it is funny and it has something to deliver for many reasons.
Why do people meet? What is the purpose and motive behind meetings? When shall people meet? One could ask various queries on such given aspect since it is important to know basic reasons why people meet. Otherwise when the motive off such meetings are known in a way that their decision is known ahead and they have also other hidden agenda, it is futile to have them since is just waste of time, energy and resources. When people know the results of any given meeting before it is due, on what such meetings are going to deliver, such meetings are not only useless but also are more of game and joke.
A meeting is generally defined as a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information and research agreements.
Researchers in this aspect claim that there are three types of meetings. A one-time meeting is the most common meeting type and covers events that are self-contained. While they may repeat often, the individual meeting is the entirety of the event. This can include a 2006 conference. The 2007 version of the conference is a stand-alone meeting event.
A recurring meeting is a meeting that recurs periodically, such as an every Monday staff meeting from 9:00AM to 9:30 AM. The meeting organizer wants the participants to be at the meeting on a constant and repetitive basis. A recurring meeting can be ongoing, such as a weekly team meeting, or have an end date, such as a 5-week training meeting, held every Friday afternoon.
A series meeting is like a recurring meeting, but the details differ from meeting to meeting. One example of a series meeting is a monthly “lunch and learn” event at a company, church, club or organization. The placeholder is the same, but the agenda and topics to be covered vary. This is more of a recurring meeting with the details to be determined
There are good meetings and there are bad meetings. Bad meetings drone on forever, people never seem to get to the point, and people leave wondering why people were even present. However effective ones leave people motivated and energized and feeling that people really accomplish something.
So what makes a meeting effective? This really boils down to three things. They achieve the meeting’s objective; they take up a minimum amount of time; they leave participants feeling that a sensible process has been followed.
An effective meeting serves a useful purpose. This means that it achieves a desired outcome. For a meeting to meet this outcome, or objective, people should have to be clear on, do people want a decision? Do people want to generate ideas? Are people getting status reports? Are people communicating something? Are people making plans?
In order to run and hold effective meetings, experts in the field advise the following key points that should be addressed in every meeting since they are important and useful tool to have effective meeting. These are:
Don’t Meet: Avoid a meeting if the same information could be covered in a memo, e-mail or brief report. One of the keys to having more effective meetings is differentiating between the need for one-way information dissemination and two-way information sharing.
Set Objectives for the Meeting: One benefit of setting objectives for the meeting is to help you plan the meeting. The more concrete your meeting objectives, the more focused your agenda will be. A second important benefit of having specific objectives for each meeting is that you have a concrete measure against which you can evaluate that meeting.
Provide an Agenda Beforehand: Provide all participants with an agenda before the meeting starts. Your agenda needs to include a brief description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic and for how long. When you send the agenda, you should include the time, date and location of the meeting and any background information participants will need to know to hold an informed discussion on the meeting topic.
Assign Meeting Preparation: Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member. For problem-solving meetings, have the group read the background information necessary to get down to business in the meeting. Ask each group member to think of one possible solution to the problem to get everyone thinking about the meeting topic.
Assign Action Items :Don’t finish any discussion in the meeting without deciding how to act on it. Listen for key comments that flag potential action items and don’t let them pass by without addressing them during your meeting.
Examine Your Meeting Process: Assign the last few minutes of every meeting as time to review the following questions: What worked well in this meeting? What can we do to improve our next meeting? Every participant should briefly provide a point-form answer to these questions. Answers to the second question should be phrased in the form of a suggested action. Remember – don’t leave the meeting without assessing what took place and making a plan to improve the next meeting.