Hi Friends, today I would like to discuss about how different types of meeting need planning to run it more efficiently? There are different types of meetings. Each type requires different structures and supports a different number of participants. For instance, a status (feed forward) meeting has no limit to the number of participants while a decision-making meeting produces results faster with a small number of participants. If you want to help your teams have more effective meetings, set the participants expectations about the meeting by stating in the agenda –

• The purpose of the meeting.
• The type of meeting

TYPES OF MEETING

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

Informing Meeting

These are the most straightforward meetings where one member has factual information or a decision which affects all those present, which he/she wishes to communicate.  Such meetings tend to be formal as their aims are to give the members a real understanding and to discuss any implications or how to put such information to best use.

Consulting Meeting

These are meetings used to discuss a specific policy or innovation and can be used to get participants' views of such a policy or idea.  An example could be:

• Review a current policy
• State its deficiencies
• Suggest change

Problem Solving Meetings

These meetings are dependent upon the chairperson describing the problem as clearly as possible.  Members should be selected according to their experience, expertise or interest and then given as much information as possible to enable them to generate ideas, offer advice and reach conclusions.

Decision Making Meetings

These types of meetings tend to follow an established method of procedure:

• Description of the problem
• Analysis of the problem
• Draw out ideas

Since, now we have learned how to plan productive meeting.  But now I would like to discuss how to run productive meeting smoothly and efficiently.

It is very important that our meeting need to be run properly as per what we had planned, so to make sure that there are some tips I would like to discuss.

Prepare in advance

Developing a meeting agenda template for a small business client meeting will help to ensure all items are addressed, including unfinished business, the exploration of new issues, and handling of repeated regularly managed meeting agenda items.

Leverage technology

Beyond sharing files with clients electronically, advancements in technology have made face-to-face time with clients possible through technologies like Google+ and Skype. Beyond face time, technologies like GoToMeeting and Join.me allow for screen sharing, which means neither party will have to travel for a meeting unless one of the parties prefers face-to-face time over a virtual meeting. Virtual meeting technology allows you to conduct meetings with clients without either party having to leave the comfort of their office. Both sides will need an Internet connection, headset, and microphone.

Keep the meeting on track

Keeping a small business client on track in a meeting requires paying attention to the prepared agenda and sticking as close to the agenda as possible. If the client starts to stray off topic, gently guide the client back, or, if the item should be addressed, offer to address the additional item at the close of the meeting or make a note of the item for the next meeting.

Actively listen, develop a list of action items, and follow up

Actively listening includes taking notes while a client is speaking, making eye contact, asking questions for more clarity, and repeating or rephrasing your understanding of a situation. If issues or questions arise that cannot be immediately resolved, take note and mark your calendar to resolve the issue for the client.

To get in more details visit on this link http://www.accountingweb.com/article/tips-running-productive-meeting-small-business-clients/221728

Alter, M. (2013). Tips for Running a Productive Meeting. http://www.accountingweb.com/article/tips-running-productive-meeting-small-business-clients/221728.

Hi Friends,

In my last blog I discussed about the advantages of planning a meeting. Today i will discuss about disadvantages of not planning meeting in business.

Basically, these are the two major outcomes of an unsuccessful meeting. There are many factors and other adverse effects that may occur in a poorly facilitated meeting. Because of the lack of supervision, conflicts are bound to happen, decisions become hard to attain, and participants may even lose track of the key issues.

Meetings are not necessarily one-time, unless the issue is trivial and agenda items do not require a follow-through. In common instances, meetings are regular and habitual in an organization. You cannot expect a meeting to be effective all the time, although most of the time it generates positive results for the group. Where there are advantages, expect to find disadvantages in a meeting as well.

Common Problems with Meetings

What common problems have you encountered so far in your meeting attendance?. In a meeting, there is a possibility that participants go off in different directions at the same time and this situation is called multi-headed animal syndrome.

Some meeting participants resort to problem avoidance in a meeting where the common notion is that everything is fine and no problems or issues should be discussed. On the other hand, when participants think that there is nothing that can be done for a difficult issue, there is no reason to try resolving it. This concept is called general negativity.

Personality Control

The nice thing about a face-to-face meeting is that every member sees the person they are interacting with.

People with problematic personalities may contribute to an ineffective meeting. The latecomers may cause the delay of a meeting. Early leavers can also distract the meeting. During the discussion, you encounter gossipers, attackers, know-it-all, and constant interrupters.

Conflicts May Occur

Another disadvantage in a meeting is the possible existence of conflicts and here we are talking about unnecessary conflicts. Disagreements are expected in an interaction but when arguments get out of hand, the meeting will end up in a conflict. 

So like this there too many problems with meeting we need to understand them, so that we can make our meeting more productive and result oriented. 

To understand in more details of meeting you can visit on

http://www.exforsys.com/career-center/meeting-management/disadvantages-of-meetings.html#sthash.CfP9ROIa.dpuf

Inc, E. (2009). Disadvantages of Meetings. http://www.exforsys.com/career-center/meeting-management/disadvantages-of-meetings.html.

 

Hi Friends,

I will discuss today some advantages of planning good meeting.

A face-to-face discussion of organizational topics and issues can be conducted in various methods. In this modern day and age, individuals conveniently communicate through emailing and conference calls which limit the ability of people to express ideas only through the power of words. However, traditional meetings allow individuals to facilitate discussion and interaction in a face-to-face manner, allowing the participants to express their opinions freely with the help of nonverbal communication
Body language and physical gestures, which are not possible through emailing and phone calls play vital roles in meetings. Most of us find it easy expressing our ideas along with these gestures. This is one of the many advantages of having a meeting.
Let us find out what other benefits holding meetings can offer to the individuals.

Meetings Build Good Working Relationship
A meeting is a gathering of individuals with diverse opinions which are ready to be shared and discussed. Meeting participants may or may not have similar interests and personalities. But individuals are bonded together in a meeting.
Notice that when you attend meetings in your office regularly, you somehow create a cordial affiliation with your colleagues and even strengthen the bond in the long run. This is because you see each other often during meetings despite the busy and hectic schedules at work that hinder employees to bond with each other during office hours.

Meetings Boost Individual Morale
Attending meetings is a good chance for a person to practice good and open communication with others. Some individuals have brilliant ideas but find it hard to easily express themselves verbally for fear of not getting appreciated and recognized. If the meeting facilitator is effective in making everyone participate, even the most timid attendee will learn to open up and share. Make it a point to be heard and notice that your confidence level will start to build up.

Meetings Enhance Team Building
When you work in an office where people are so busy they barely find time to get together to catch up with each other, holding meetings can be considered a team building or socialization activity. Despite its serious atmosphere in nature, meetings can be turned into a fun gathering among individuals. One way of doing this is to find a venue that invites a good break from the office environment such as a fancy restaurant.

(n.d.). http://www.exforsys.com/career-center/meeting-management/advantages-of-meetings.html.

 Hi friends,

Today, I would like to share a short video and some basic principle how to plan meeting?

This is the short video, but very interesting and with great knowledge. In this video they are trying to explain  the main objective of any types of meeting is to achieve goal.

 

Believe it or not, meetings can and should be the most interesting and productive part of your day. And if you've ever been to a great conference or seminar, you already have seen some of the basic principles at work. These can be summarized as: 

1) preparation
2) facilitation
3) inspiration
4) results 

·         Preparation means making sure your meeting has a clear, stated purpose, and an agenda. Participants are chosen carefully, invited in professional way and given sufficient prior information. Preparation also means attention to details including: room bookings, catering, a/v equipment, reminders. 

·         Facilitation means that someone or a team is responsible for guiding the meeting, a plan for the meeting is reflected in the agenda and the facilitator (or chair) keeps things on time and on track.  

·         Inspiration is probably the most overlooked aspect of everyday meetings. All the attention to detail and process can push the opportunity for spontaneity and enthusiasm aside. Build in activities that engage participants, use strategies to generate discussion, or visual aids to grab attention. 

·         Results:-  means that every meeting should be directed toward one or more outcomes. Participants must feel that something has been accomplished, and they must see all of their meetings as part of the bigger strategy to involve them in the future of the organization. Achievements at one meeting should be recapped in the next, and so on. 

(n.d.). https://www.youtube.com/watch?v=byukhEDk488.