A business meeting is one of the forms of business communication, the purpose of which is a collective discussion, understanding the problems and issues of an enterprise (organization) and making an appropriate decision.
Types of business meetings are distinguished by the main goal or tasks that need to be solved: planning, motivation, internal routines, control over the activities of employees and others.
Holding and preparing a business meeting has a certain technology, adhering to which you can easily master this form of business communication.
Step 1. Determining the purpose of the meeting and the agenda.
A business meeting is not just a meeting of employees. His goal should look like a goal-result, that is, the adoption of a specific decision. Therefore, this result must be formulated in advance. The more specific the wording of the decision, the more effective the meeting will be and the result will be achieved. In the process of determining the goal, the organizer needs to answer the question: Can this issue be resolved by a specific employee in the current working order? Can a meeting be replaced with another form of resolution?
The agenda is prepared in advance. The meeting participants should be familiarized with the upcoming discussion, the necessary materials in order to be able to think about a solution. Moreover, each agenda item should have its own goal-result. In addition to agenda items, meeting participants are informed of the time allotted for discussion of each item.
Step 2. Determining the time and number of participants.
Traditionally, business meetings (excluding emergency) are held on a specific day of the week in the afternoon. The circle of participants must be determined in such a way as to dispense with the minimum number of employees. The best option is 6-7 people. The constructive resolution of issues and problems depends on the presence of only interested parties. It is better to entrust the holding of the meeting to those employees who are most competent in this topic.
Step 3. Organization of the venue.
Organizers should predict, as far as possible, the compatibility of the participants in the meeting. This will make it possible to arrange chairs and seat people in order to increase communication efficiency. Information is perceived better and faster if the face, eyes, and gestures of the speaker are clearly visible.
Step 4. Holding a meeting: duration and schedule.
A business meeting has some components that directly affect the effectiveness of decision making. The duration should optimally not exceed 40-45 minutes. Psychologically, the collective mind will not be able to work productively beyond this time. If it is necessary to continue the discussion, it is recommended to take a break of at least 30 minutes, which increases well-being and attentiveness.
A business meeting must have a schedule of speeches. Monitoring compliance with the regulations is the responsibility of the chairman. However, respect for the regulations of all participants in the meeting shows the competence of employees.
Step 5. Minutes of the meeting.
Drawing up an official document fixing the main stages of the meeting, the names of speakers, proposals and decisions made, a necessary component of a business meeting. Based on the protocol, the head has the right to demand the execution of decisions made.
Step 6. Analysis of the preparation and conduct of the meeting.
A business meeting is considered successful if you can positively answer the questions: How correctly defined is the circle of participants in the meeting? Did the location of the participants contribute to the effectiveness of communication? How interested were the participants in the discussion? What served spontaneous decision strategies? What contradictions between personal and collective goals appeared? What caused the conflicts that occurred (if they took place)? Was the meeting time effectively spent?