Meetings are held for a certain purpose: to solve a problem, to discuss current issues, and to disseminate important information among employees. When calling for a meeting, make sure you already have defined a clear purpose. You have to be very specific with what you want to discuss, what you want to accomplish and why you are bringing the group together. Remember, your colleagues also have their own work and deadlines to meet, so it it would be nice to inform them that their presence is highly important. Also, avoid having an appointment with the wrong person (just for the sake of calling a meeting) whose interest/job is totally unrelated with the subject and agenda. Both of you will only be wasting the time, talking about nasty things. Well, that’s really unproductive, we should prevent that to happen! So let’s keep focused now and try to digest the following ways of handling the meeting while impressing your co-employees and boss at the same time.
Inform the group about the scheduled meeting
The best and the most polite way to start this is to inform the stakeholders 1 to 2 days before the schedule. You might be having problems now that pushes you to discuss the problems as soon as possible with the concerned individuals. But, take note that your colleagues also encounter problems that need immediate actions – in short, they are also busy and might be busier than you think. You’ll end up frustrated when only few members showed up just because they are chasing their own deadlines. So, to save yourself from stress and inconvenience, please inform your boss or colleagues earlier than the scheduled day. You’ll have the opportunity to negotiate the date, time and place for the event.
Choose the right venue
Prepare all the necessary things like laptops, projectors, monitors, markers, and the venue at large. Make sure the room area is proportional to the number of attendees. Check the room’s air conditioning system and its facilities including the needed furniture. Be sure to reserve the room for the upcoming meeting.
Time is precious – it is one of the most valuable resources we have, so better put some value to it. When you say 9 AM, you should mean to start at 9 AM sharp. However, you must be there fifteen minutes prior to the scheduled time to fix and finalize things. Keep this as a habit and you’ll end up having a good reputation for wise time management. Your boss will appreciate this and will give you respect since like him, you also know how to value your time.
Be straight-forward in discussing the problems and issues
Now, you are in the most important part of this gathering: to raise the problems and issues that you encounter. Be direct to the point in discussing them to the group. Your presentation should be clear enough and concise. Try to include data and figures on your presentation. Graphs and illustrations will make this task easier. Take note of the present conditions and the type of problems that occur. From there, you can develop possible solutions through brainstorming and analysis with the group.
Recommend viable countermeasures
The company hires employees to solve its problems. Thus, each employees are expected to deliver their tasks well. During recruitment, the hiring manager chose you among any other candidates simply because you were seen with talent, skills and right attitude – you are fit for the job and the hiring manager has seen your potential of becoming successful in your job. In simple terms, the hiring manager believes in you. Now is the right time to share your problem-solving skills by recommending relevant solutions. Show them that you really care with your job and you are serious in finding out the most effective solution. After expressing your proposal, stay open-minded by asking the suggestions from other employees. They might have wonderful ideas at the back of their minds too. You just have to listen to them. When you do this, your boss will surely be impressed with your work attitude. You have shown respect towards your co-workers.
Conclude with a right decision
After a series of discussions and brainstorming, it is now the high time to develop a sound decision from your proposal and the suggestions of your colleagues. You must be able to pick the right and viable solution by evaluating the recommended countermeasures and by asking the following:
- Will this be effective and applicable to my section/department?
- What are the advantages and disadvantages if I implement this in my area?
- What are the risks, and how high are those risks?
- Who will be affected with the implementation of this countermeasure?
- Will I still be able to meet the required quality or standards after the change? Be firm with your decision and assure the members of the group that you will constantly monitor the results after its implementation. Make them feel that you are more willing to provide results.
End the meeting on-time as scheduled
The final process is the most important one! Try to give a good impression to all the attendees by expressing gratitude to them. Thank them for their participation and for their presence. When everything else is covered, end the meeting gracefully and on-time.0