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Working Trends: too many meetings do not help the business!

Mail and meetings: if we were to describe the main activities of a modern manager, undoubtedly we should mention these two aspects. But constantly to meet and discuss strategies, operations, upgrades, productivity, personnel management and so on and so forth, is really good for the company?

First, it is important to take stock of the situation on the conditions that led to the development of this behavior.

The world of work, in the third millennium, is constantly changing. New objectives and new business models are on the agenda. And businesses need to build a new integration and efficiency-based organization. From one point of view, therefore, you must meet to develop the so-called “feedback policy” and figure out if you are heading together towards the same direction. However, it would seem that in many cases it’s all too much.

Business management: how to organize and run effective meetings?

To avoid getting a negative effect from the meetings, or loss of time and stress, it is necessary to manage this important moment of life in the company as consistently as possible.

The meeting is primarily designed as a management tool to be useful and profitable.

There are different types of meetings:

  • Decision-analytical meetings
  • Coordination meetings
  • Informative meetings
  • Motivational meetings

The first step is therefore to identify the type of meeting to be organized and, above all, the reasons of the meeting.

A meeting should be convened exclusively for the following needs:

  • Tackle pressing issues
  • Make important decisions
  • Defining and optimizing strategic plans
  • Seek clarification and information
  • Improve relations within the team
  • Negotiate
  • Take stock of the situation

A well-organized meeting is convened to an appropriate time and has a predetermined duration. Contain the time for discussion is possible coming prepared to the meeting.

Company meetings: the phases of the perfect meeting

  1. In the first phase it is decided whether a meeting is necessary. Then, it defines a work plan marked on the purpose and objectives of the meeting
  2. The second phase will define in detail the topics of discussion and the people involved
  3. The third phase involves the call. Everyone involved should be invited to attend well in advance and made aware of the reasons and arguments of the meeting.
  4. The fourth phase, which is closely linked to the previous one, stipulates that all should come to the meeting prepared his speech.
  5. In the fifth phase, the meeting begins. The organizer will to clearly and synthetic introduce all arguments, respecting the expected timing.
  6. In the sixth phase it allows all participants to express their opinion. It is an important step especially to make sure everyone understands the objectives of the meeting.
  7. In the seventh step on exposes the plan of action for achieving the above objectives. Many of the modern meeting do not contemplate the action phase and the words are therefore vain. But it is precisely at this point that you should be defined: who – what – by when.
  8. Eighth stage, often underestimated, is about the completion of the report. All decisions must be recorded and then distributed to all the participants and, if necessary, also to all the other members of the company.
  9. In the last phase, as defined by the action plan, it sets the date for a future meeting, to evaluate the effective implementation and effectiveness of newly adopted strategies.

Why too many meetings are bad for business?

Many managers do not know how to make a decision or do not want to take responsibility, and then convene a meeting hoping that others do it for him.

Some leaders fail to assert their authority through their work and thus use the meeting to remind everyone who’s boss.

Many managers, taken by the syndrome of the involvement, using the meetings to convey that all are taken into account by the company.

It is a vicious cycle that feeds on itself. What we have learned in our long experience in contact with a number of different companies, it is that a business works only when it is well organized. If your company is becoming unmanageable, not to convene a meeting, call us!

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