It's likely that there are really only 7 worthwhile reasons for holding a meeting - although a single meeting may cover several of them. Here they are -
1. To provide and share information
Ensuring that exactly the same message is passed amongst a group of people at the same moment. It’s a swift way to “get the word out”. If each person were advised individually, the information could be marginally different each time. If sent in an electronic or paper-based format it would not be possible to verify accurate understanding. It's equally valid to say that, for a relatively unimportant piece of information, holding a meeting to present it may be a waste of the participants' time - and yours!
2. To clarify situations or information
Tied to the previous reason, sometimes a meeting may need to be held when misinformation has occurred - or wrong conclusions have been drawn to previous events
3. To assist in the process of motivation & morale
It’s true that the only person who can motivate you is yourself. A leader’s role is to provide the conditions under which this motivation can take place. One part of this is a "group attitude", with which people wish to conform. But it is also very easy to de-motivate a team with a badly-constructed or conducted meeting.
4. To generate ideas and plan their accomplishment
Bringing a group of people together can create a synergy which allows creative thinking. From this, ideas are suggested, considered and developed. By being part of the process, people feel a degree of ownership which enthuses them to take these ideas through to fruition. You’ll find specific help on running “ideas” meetings later in these notes
5. To solve problems
It is very easy to simply accuse others if a problem has arisen - especially when different individuals or groups who contribute to the situation never meet! The answer is to lock them together in a room until they came up with a solution!?
6. To reach a decision
Often, several people will have input into the reaching of a decision which affects them all. An example could be to introduce a method of inter-departmental co-operation. In a meeting, information can be dissected, opinions considered, alternatives debated and a decision reached
7. Emergencies
There can be a danger, when an emergency arises, of a “headless chicken” mindset. Decisions are made, or panic takes over - and good management of the emergency doesn’t occur. So, a meeting might be used to inform everyone concerned, gather options, focus minds etc.
7 key reasons for holding your meeting - To learn more about this author, visit Gordon Veniard's Website.
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Gordon Veniard
(Visit Gordon's Website)
GORDON VENIARD thanks you for your
interest in these articles
He has been delivering training events -
and creating and providing valuable
development materials - for more than 20
years
Gordon covers a wide range of business
communication, promotion, sales,
negotiation, customer service, leadership
and management subjects. He has worked
with major companies and organisations;
spoken at many conferences and seminars -
always adding good humor to valuable
advice
To find out more, Gordon would be pleased
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n@thevenworks.com
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