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Calling meetings require management skills Meetings are considered as major time killer by surveys. A few task oriented people will openly say, “I hate meetings”. But does that mean that there is no need for meetings? Do companies should take decision? Do companies need to discuss reports? Do the companies require communication on major changes? If the answer is ‘yes’, then meetings are vital for company’s existence making meetings essential. The problem is not meetings as such, the problem is in managing meeting and solution lies in facilitating meetings. How to Run Meetings Effectively? Before implementation stage there is a communication process to seek input for problems identified. There will be priorities for any meetings, which needs to be identified and results expected from the same. For this, delegates have to arrive at a decision and a meeting needs to be called. Before calling, there is a need to identify the members who are to be present, a meeting schedule to be arranged to avoid waste of time. These are vital steps in meeting facilitation. Proper planning helps in better scheduling of meetings. While organizing the meeting, it is ideal to have a well laid agenda for the meeting; inviting people in advance through phone and email, sending reminder through whatsapp on reporting time etc. Display of agenda in white board will bring seriousness to the meeting. It is highly important to draw a line on talking as time should be given to others too. First of all, the meeting has to start in time. This is to prevent time overruns as well as preventing one person taking predominance over others. Tact and discretion should be used at this juncture to understand a speaking member’s valid points so that he/she should be diplomatically handled to end his conversation. This is to ensure that others present can put across their views. Ultimately this will help to end the meeting in time as standard time limit for conducting meeting is one hour.
As phones and other mobile devices are ubiquitous causing serious interruptions to meetings, it is ideal to request the delegates to switch off their mobile devices for one hour. Researches have proved that disturbance of phone take the valuable time allotted for meetings making it a waste of time.
Closing the meeting Closing is a very important part of the meeting. During this time, summing up the important points the participants have arrived should be communicated and recorded as minutes. Followed by that decision has to be made. Meetings require follow up often where some members are delegated certain tasks with specific deadlines. It is also important to announce where the next meeting will be held. If not the purpose of the meeting will not be served. Meetings are highly professional in today’s corporate world which gives much importance to meetings. To call meetings, behave in meetings there are ‘meeting management trainings’ conducted by reputed institutes. Ideal to attend one such institute to learn this vital skill.
Contact Information: MISP Training and Consultancy P.O. Box 16918, RAK,DUBAI, United Arab Emirates Contact NO : 04-3863364, 055-5058990, 055-5058900