Bussiness Communication - Assignment 3

What is a meeting?

Generally, a meeting refers to three or more people who is coming together to share common objectives through the use of verbal and written communication.

The purpose of meetings

Meetings are an important organisational tool as they can be used to:

•           Pool and develop ideas

•           Plan

•           Solve problems

•           Make decisions

•           Create and develop understanding

•           Encourage enthusiasm and initiative

•           Provide a sense of direction

•           Create a common purpose

Components of Meetings

A meeting can be divided into the following three main components:

Content is the knowledge, information, experience, expertise, opinions, ideas, attitudes and expectations that each individual brings to a meeting.

Interaction is the way in which the participants work together to deal with the content of a meeting.  This includes the feelings, attitudes and expectations of the participants which have a direct bearing on co-operation, listening, participation and trust.

Structure is the way in which both the information and the participants are organised to achieve the purpose/objectives of the meeting.

Types of Meetings

There are many different types of meetings; here we focus on those used to:

1.      Inform

2.      Consult

3.      Solve problems

4.      Make decisions

Here are 5 simple  steps for more efficient, effective meetings:

1) Spend twice as much time on the agenda as you normally would. One problem commonly afflicting meetings is unclear objectives.   If you're not exactly sure what you're trying to accomplish, you can be sure it won't happen quickly.   As meeting organizer, it's your responsibility to have clarity about objectives.  Consult with another team member if you need to; a little extra time at the front end will save more time at the back end.

2) Spend twice as much time on the attendee list as you normally would.  Ask yourself, carefully: Do all of these people really need to attend?   Or could some of them just receive a brief email summary or quick call afterward?   If you can reduce a half-hour meeting list by, say, four people whose presence isn't essential, that's two hours of productive time effortlessly returned to the company.

3) Schedule the meeting for the half the time you originally intended to.  Meetings are like accordions - they stretch naturally to fill the allotted space.   If you schedule a meeting for an hour, you'll probably take the whole time, even if a fair amount consists of amiable, random off-topic conversation.   In all likelihood if you schedule that same meeting for 30 minutes, you'll do what you need to in the tighter time period.  When I was in the corporate world I routinely halved meeting times and was seldom disappointed.  Try two-hour meetings at one hour, one hour meetings at 30 minutes, and 30 minute meetings at 15.   My strong suspicion is they'll work out fine.

4) Don't start 1 second late.   Way too much time is wasted on late arrivals.   It used to make me crazy that certain people would be habitually late, thus regularly wasting some 5 to 10 minutes for the entire group - and penalizing the punctual.   The simple solution?  Don't wait for latecomers.   Start the insant you're scheduled to.  Soon enough people will get the idea... no one likes to be embarrassed by straggling in during the middle of a cogent discussion.  Do this a few times and you'll develop a reputation for promptness.  I knew numerous (though not enough) managers who had super-punctual reputations and they were respected for it.

5) Consider - if it's appropriate for your business needs - holding a stand-up meeting.  There's actually intriguing research showing that stand-up meetings can be more efficient.  In one study, groups that were standing took roughly one-third less time to make decisions than those who were seated... with no loss in the quality of decisions.   For logistical reasons, stand-up meetings aren't always practical, but they're worth considering.