What is a meeting? The word itself comes from the pro-Slavic "council", "veche". In those ancient times, the elected, as a rule, the most wise and experienced representatives of society, organized a meeting. Its purpose was to discuss a specific topic or problem and make decisions that should either solve the problem or regulate public order.
The explanatory dictionary of V. D. Dmitriev discloses the meaning of the named word as follows:
meeting
meeting n
s., use. cf. often
Morphology: (no) what? meeting, why? meeting, (see) what? meeting than? meeting about what? about the meeting; what? meeting, (no) what? meetings, why? meetings, (see) what? meeting than? meetings, what about? about meetings
1. A meeting is a meeting of several people in order to jointly discuss practical, business issues.
A short, important meeting. Morning, urgent meeting. At 10:00 a meeting of department heads was scheduled. A meeting of business representatives was held in Moscow.
2. The summit in the press refers to a business, official meeting of heads of state.
3. In judicial practice, a meeting is a closed jury or judge conversation where a sentence form for the defendant is established.
At the end of the debate, the court retired to the meeting.
Is a meeting a waste of time, or an effective tool for working with staff? Who should decide who, when and for what purpose will take part in the meeting? Let's try to answer these and other questions.
Purpose of
Holding meetings has several objectives:
- During it there is an exchange and transmission of information. Speakers tell their own story, informing and educating the rest of the participants.
- During the presentation and debate, all situations or processes are evaluated by those attending the meeting. Assessment criteria are adjusted.
- For a leader, a meeting can replace all assessment procedures, since the behavior of a subordinate and his reactions can be used to judge his competence and involvement.
- Proper adjustment of actions and adoption of effective decisions and measures.
Boss decides
Who will take part in the meeting, the frequency and duration of fees, as well as what their purpose is, is decided by the leader.
It depends on the issue or problem that caused the need for meetings. For example, the director needs a collegial decision - budget adoption. To all employees who must participate in the meeting, he sends a letter with an approximate content:
- the meeting will be attended by representatives (mailing list), as well as key employees of another partner organization;
- topic - budget allocation for the period;
- the place is a large meeting room;
- date and time - 10.11.2018, Saturday, beginning 13:00, ending 13:50;
- a list of agenda items responsible for the presentation, the regulation on each issue in the attachment.
Types and types of meetings
Meetings are a powerful management and management tool. Among them are distinguished:
- formal and informal;
- operational, final, problematic;
- production, judicial and so on;
- by level: workshop, leadership, heads of state and the like;
- closed and open meetings;
- educational, informational, explanatory;
- by the method of communication: direct participation in the meeting, selector, video conference and so on.
The effectiveness of the meeting depends on the organization of meetings. It should take into account the structure of the enterprise, the specifics of employee interaction, communication methods, the employment of each of the participants, the need to resolve issues and their relevance.
Operational, final and problematic
Successful teamwork involves the constant interaction of all links with feedback. For this, as a rule, operational meetings are held at the beginning of the working day. "RAM", "five-minute", "planning meetings", "flying" - so they are called among themselves.
The workshop will be attended by staff appointed by the immediate supervisor. The list of issues discussed is standard: the results of the past day, setting goals for today and so on. Such meetings are short-lived. They are held regularly, about which all participants are notified in advance.
Final meetings are convened to discuss some large amount of work. It could be:
- time period: season, quarter, reign, and so on;
- completion of a plan, project, assignment.
Thorough preparations are under way for such meetings. To participate in the meeting on the final issue is invited in advance. Participants are appointed by the leader. He also clarifies the list of necessary materials for a successful event. Time is regulated both for each performance, and in general. The meeting is being recorded. The contents of the protocol of all participants must be familiarized.
Problematic meetings are organized as necessary. As a rule, these are circumstances of force majeure, unplanned situations. The person responsible for solving the problem invites you to participate in the meeting on the issue that has arisen. Participants are appointed by the leader. No time limit has been established. As a result of the meeting, a solution to the problem is made, an analysis of the causes of the occurrence is carried out, a list of preventive measures is created. Logging is required.
Invitation
"Please take part in the meeting on the issue ...", - this is how the text of the invitation letter usually begins. Next, indicate the main topic, date, place, time of the beginning and end of the meeting. Then list the questions that will be raised during the meeting. And mark the responsible persons for each item. It will not be superfluous to indicate the rules of speech on each of the issues. Questions are ranked according to the importance of the decision.
Possible meeting errors
Everyone who takes part in the meeting is responsible for its successful and efficient conduct. We list the typical errors of participation, organization and conduct:
- absence, inadequacy, inaccuracy of the wording of the purpose of the meeting;
- insufficient preparation;
- lack or neglect of regulations;
- formalization, no need for a meeting;
- untimely notification, insufficient time for preparation.
Reducing the effectiveness of meetings and ordinary lateness.
Methods
Each meeting has:
- The subject is its purpose, issues and problems discussed.
- The object is those who will take part in the meeting, people.
The choice of the method of implementation depends on what the subject and object are. We list the main ones:
- report;
- exchange of information or opinions;
- brainstorm;
- discussion.