Conclusion

At the end of this blog I hope you learn how to plan a productive meeting.  Most people spend so many times in meeting.  However time and money can be wasted on unnecessary meetings.  The meeting are gathering of people who discuss issues, pool information, solicit feedback, clarify policy, seek consensus and solve problem.  The productive meeting achieve the meeting’s objective, take up minimum amount of time and leave participants feeling that a sensible process has been followed.  Meetings are necessary for today team oriented workplace.  My blogs cover the basics steps of “how to planning a productive meeting”.  There’s still much to learn and additional way to planning productive meeting.  Following is a YouTube video on tips for more productive meetings.  Hope you like my blog and enjoy your day.

Hyperblink
http://www.youtube.com/watch?v=dOZkdJWHNf4&feature=plcp
http://www.youtube.com/watch?v=c__9S7qwZm0
http://www.youtube.com/watch?v=b1QWPTYTCyo

Fell free to post any comments or suggestions on my blog

 

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

Reference 

Davis M. Woodruff., (2010, August 25). Tips for More productive Meetings[Video File].

Retrieved From  http://www.youtube.com/watch?v=dOZkdJWHNf4&feature=plcp

Ending and following up

It is important to conclude the meeting effectively.  The meeting should be end at the agreed time.  The leader should restate the objectives of the meeting and summarize what has been decided.  No one should leave the meeting without a full understanding of what was accomplished.  Next is give assignment to each participant and establish a schedule for completion.  Finally the leader should conclude the meeting by thanking participants for their contribution and set a time for the next meeting.  It’s important to avoid ending meeting with statement of “we having time for one more question”.  The meeting should end with participants leave with a feeling of accomplishment.  After the meeting the leader should follow up by calling people to see whether they are completing the actions recommended at the meetings.

Reference

American Society for Training & Development, The. ( © 2009). 10 steps to successful meetings

[Books24x7 version] Available from http://common.books24x7.com.library.sheridanc.on.ca/toc.aspx?bookid=29852.

 Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     
            (6^th Canadian ed.). Toronto, ON: Nelson.

Handling Conflict in Meetings

The conflicts may arise in productive meeting.  It is important to know how to handle the conflict.  The conflict develops when people feel unheard or misunderstood.  It’s important to encourage people who disagree to explain their positions.  When two people are in conflict, you need to make participant and the group comfortable and regain control.  After that you need to make each other to make a complete statement while group member give full attention.  Then let each one question the other and summarize the statement.  Finally the leader should offer comments.  The best way to control a meeting is to prevent it from getting out of hand.

Reference

American Society for Training & Development, The. ( © 2009). 10 steps to successful meetings

[Books24x7 version] Available from http://common.books24x7.com.library.sheridanc.on.ca/toc.aspx?bookid=29852.

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

Participating Actively and Productively

When come to planning the productive meeting participants play an important role.  The meeting is an opportunity for participant to show their abilities and improve career.  Following is a list of techniques to be a good participant. 

• Arrive early to show respect and look well organized.
• Come prepared by bring agenda.  Study the topics in the agenda and be ready with questions, comments, and good idea
• Bring a positive attitude by use positive body language and speak enthusiastically
• Contribute respectfully by waiting for your turn to speak and raise your hand when you want to be recognized
• Wait for other to finish by not interrupting other while they speak
• Put the mobile phone and laptop away during the meeting.  Focus on the meeting and not answering phone and email
• Help summarize
• Express own opinions in the meeting
• Completing the actions assigned to you

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

American Society for Training & Development, The. ( © 2009). 10 steps to successful meetings

[Books24x7 version] Available from http://common.books24x7.com.library.sheridanc.on.ca/toc.aspx?bookid=29852.

Moving the Meeting Along

The leader must control the pace movement of the meeting. The goal is to accomplished objectives in minimum time with satisfied participants. The best way to control the meeting is to prevent the meeting from get out of control. To do so you have to clearly defining the meeting goals and avoid stray from the topic on the agenda. In addition you have to ensure that the views of all participants are heard and no one monopolizes the discussion. In order to avoid digression to diverge group, try to generate a parking lot list. This is a list of important but divergent issue should be discussed at a later time. It's important to follow to the agenda and the time schedule. When the group seems to have reached a consensus, summarize and check to see whether everyone agrees.

Getting the Meeting Started

The key to successful meeting is always start meetings on time.  The leader of meeting should open with a brief introduction.  The introduction should be done in three to five minute.  The introduction should include goal and length of the meeting, provide back ground of topics for discussion, suggest possible solutions, propose a tentative agenda and explain the ground rules to be followed.  After the explanation of basic ground rules, the leader should ask if participants agree with it.  The next step is appointed a secretary and a recorder for the meeting.  Getting the meeting started correctly will make a good start for a productive meeting.

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

Distributing advance information

The key to a successful meeting is to plan well before the meeting.  To plan well for the meeting it is wise to create a meeting agenda before the meeting.  The agenda should be created at least two days in advance of meetings.  The key point in agenda should distribute agenda of topics to be covered and to help participant prepare in advance. 

Some expert recommend cover the topics in order of importance.  This well help takes advantage of early meeting energy and guarantees full coverage of the most important topics.  The agenda should cover the date and place of meeting, start time, end time and estimate agenda timing for each topic.  For meeting more than 60 to 90 minute it’s better to schedule two 10-minute break for participants to stretch their legs, check phone calls, and visit the restroom so they will be refreshed after the break and focus on meeting objectives. 

A well planned meeting agenda will help you keep the meeting on track and it’s helpful to determine whether the goals of meeting have been accomplished. 

Below is a sample of typical meeting agenda

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

            

American Society for Training & Development, The. ( © 2009). 10 steps to successful meetings

[Books24x7 version] Available from http://common.books24x7.com.library.sheridanc.on.ca/toc.aspx?bookid=29852.

Selecting Participants

The leader should determine who should attend the meeting and number of participants in meeting. Selecting wrongful participants will result both lose in people’s time and opportunity costs in terms of what they will achieve in that time.  

For this reason, you need to ensure that the selecting participating in the meeting is helpful and achieve the desired business outcomes.

Once meeting of the objectives have been identified and determine who should be in the meeting, you will have selecting participants.

There are two basic criteria to determining who should be at a meeting:

·         those who can benefit enough for it to be worth their time

·         those who can contribute enough to justify their time.

Meeting purpose and number of participants

Purpose	Ideal Size
Intensive problem	5 or fewer
Problem identification	10 or fewer
Information reviews and presentations	30 or fewer
Motivational	Unlimited

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

 

Deciding whether a meeting is necessary

Well-organized meeting can generate ideas and solutions may not occur to a person working alone. One of the first things to do before you send a meeting invitation is to confirm that the meeting is really the best use of people's time and the organization's resources. Unnecessary meetings are a waste of time and expense because it will lose the productivity of all participants in the meeting. No meeting should be call unless it is a very important issue and require an exchange of ideas. To decide whether the purpose of the meeting is necessary, it's a good idea to ask the person who will be attending meeting.

You should hold a meeting

·         to present information to a lot of people quickly

·         to get input from others regarding ideas

·         to motivate and energize a team

·         to the gain consensus and make decisions

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.

 

Introduction

Hello, everyone.

My name is Xin gang Huang. I will introduce the theme of my blog “planning productive meeting”.  The meetings enable three or more people share information. As the business becomes more teamwork and management become more participatory, people participate in more meetings than ever before. A study showed that employees spend 8.5 hours a week in meetings.  Middle managers spend 10.5 hours a week. 12 hours per week spent in senior management meetings. There was general dislike to meeting.  Time and money can be wasted in unnecessary meetings, so it is important to make the meeting efficient, satisfying and productive. Meeting is a chance to prove your leadership, communication and problem-solving skills.  In this blog, I will talk the techniques for planning successful meetings.

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product        

(6th Canadian ed.). Toronto, ON: Nelson.