搜索
CHAPTER5SKILLSFORORGANIZING&ATTENDINGMEETINGS•ItisestimatedthatintheUS,approximately20millionbusinessmeetingstakeplaceeachday,andbusinesspeoplespendanaverageofhalftheirtimeattendingmeetings.Sothenumberisstaggering.Framework•5.1Functionsofthemeeting•5.2Classificationofthemeeting•5.3Meetingpreparations•5.4Howtobeaneffectiveorganizerforthemeeting•5.5Howtobearealparticipant•5.6Summary5.1FUNCTIONSOFTHEMEETING•Solvingproblems•Makingdecisions•Sharinginformation•Multi-functioning5.1.1SOLVINGPROBLEMS•Problem-solvingmeetingoftenstartswithanintroductiontotheproblem•Thenextstepistomakeanobjectiveanalysisovertheproblem•Thelaststepistocometosomeconclusionsabouttheproblem5.1.2MAKINGDECISIONS•Senseofresponsibility•Donotrushtoconclusion•Bestrategic-minded5.1.3SHARINGINFORMATION•Goodpreparationbeforehand•Bespecificaboutthesubject•Usevisualaidswhenever&whereverpossible•Selectparticipantsforthemeeting5.1.4MUL-FUNCTIONAL•There’sonemorekindofmeetingthatisworthourattention,I.e.themulti-functionalmeeting.•Amulti-functionalmeetingasksespeciallyforagoodcontrol.5.2CLASSIFICATIONOFTHEMEETING•Formalmeeting•Informalmeeting•Others5.2.1FORMALMEETING(FM)•Aformalmeetingusuallyhasdefinitepurposes.•Meetingscostbothhumanresourcesandmoney.•Themeetingorganizershouldhaveaveryclear“timebudget”.•Nottoholdsuchameetingunlessitishighlynecessary.5.2.2INFORMALMEETING(IFM)DIFFERENCESUGGESTIONS:•Alwayshavesth.inyourmind•Keepthetonerelaxed•Limittheparticipants•Keepthemeetingontherighttrack•FinishourIFMwithappreciationOthersuggestions:Brainstorming:•Nocomments/criticismforanyidea•Setthetimelimitandthegoal•Encouragealltheparticipantstomaketheircontributions•DesignatepeopletotakedownideasDiscussion66•Improvedmethodofbrainstorming•Comparisonwithbrainstorming5.3MEETINGPREPARATIONS5.3.1AGENDAFORTHEMEETING•Dateandspecifictimeforthemeeting•Themeetingplace•Thesubject•Timerequiredforthemeeting•Participantsexpected•Backgroundinformation•Reasonforthemeeting•Goal(s)expectedSampleagenda1•Date:April27,200X•From:HenryWilson•Dateofmeeting:April29,2:00p.m.•Meetingplace:Meetingroom306•Subject:Internship•Timerequired:Appr.Onehour•Attendence:Managerofproductiondepartment,marketingdepartment,financialdepartmentandpublicrelationsoffice•Background:Thecomapnyhasreceiveduniversitygraduatesworkingasinternsforthreeyearsrunning,whichhaswonagoodwillforthecompany.•Reasonforthemeeting:Moreuniversitieswanttosendgraduatestoourcompany.Expectedgoal:WhetheranintershipprogramshouldbeformedwithsomeuniversitySampleagenda2•Date:December19,200X•To:PatRivera,FredBrady,KevinJessup,MonicaFlores,DaveCohn•From:TedGross•Subject:PlanningmeetingfornewLouisvilleoffice•Time/Place:Tuesday,April2,from9:30to11:30a.m.Inthethird-floorconferenceroom•Background:WearestillontargetforanAugust10openingdatefortheLouisvilleoffice.Completingthetasksbelowwillkeepusonschedule---vitalifwearetobereadyforthefallseason.•Wewilldiscussthefollowingitems:1.officeEquipmentPleasecomewithalistofbusinessmachinesandotherequipmentyouthinkwillbeneededfortheoffice.Atthemeetingwe’llrefinethislisttostandardizeourpurchasesasmuchaspossible.•3.PromotionKevinwantstoprepareaseriesofpressreleasesfordistributiontoLouisvillemediaamonthorsobeforetheofficeopens.Pleasecomewithsuggestionsofitemsthatshouldbementionedinthesereleases.•2.OfficeDecorationEllenTibbitsofthelouisvilledesignGroupwillpresentapreliminarydesignforourreaction.Shewillcomeupwithafinalplanbasedonoursuggestion.5.3.2ATTENDANCEATTHEMEETINGSUGGESTIONS:•Oneparticipantfromeachdepartment•Makethepassivelisteneranactiveparticipant5.3.3FACILITIESPREPARATION•Theveryfirstthing:selectionofameetingplace•Looselyreferto:thoseitemsrequiredforameeting,suchas:tablesandchairs,blackboardorwhiteboard,thumbtacks,projector,microphone,computer,etc.5.4HOWTOBEANEFFECTIVEORGANIZERFORTHEMEETING5.4.1CAREFULCHECKATTHEBEGINNING•Makealast-minutecheck•HighlightthesubjectandthegoalBegintheMeetingIdentifythegoalsofthemeeting•“Wearefacedwithaseriousproblem.Inventorylosseshavealmostdoubledinthelastyear,from5%to9%.Weneedtodecidewhatiscausingtheselossesandcomeupwithsomeideasabouthowtoreducethem.”Providenecessarybackgroundinformation•“Byinventorylosses,wemeanmaterialsthataremissingordamagedafterwereceivethem.Theselossesmightoccurinthemainwarehouse,enroutetothestores,orwithinthestorethemselves.”Showhowthegroupcanhelp•“Tom’sgoingtocompareourlosseswithindustryfigures,sowecangetanideaofhowmuchoftheproblemisanunavoidablecostofdoingbusiness.ChriswilltalkabouthisexperiencewiththeproblematSterling,whereheworkeduntillastyear.Thatfirmhadsomegoodideaswemaybeabletouse.”Continue•“We’recountingoneverybodyheretosuggestareaswherewecancutlosses.Oncewe’vecomeupwithideas,I’llaskeachofyoutoworkoutascheduleforputtingtheideastoworkinyourdepartment.”Previewthemeeting•“We’llbeginbyhearingthereportsfromTomandChris.Thenwe’llallworktogethertobrainstormalistofwaystocutlosses.Thegoalherewillbetogetasmanyideasaspossible.Oncewe’vecomeupwithalist,wecandecidewhichideastouseandhowtomakethemwork.”Identifytimeconstraints•“TomandChrishavepromisedtokeeptheirrem