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First step - determine if the meeting is truly necessary. Oftentimes, people get pulled into meetings to discuss things that can just as easily discuss by e-mail. Second - have a definite agenda and stick to it. Third - respect people's time i.e. start and end the meeting on time. Fourth - have definite next steps identified at the end of the meeting. Finally - summarize the discussion, review task assignments, and clarify any issues raised.
Meeting only for meaningful occasion/events.
Clearly conveying what is the agenda.
Introduce speech with the important points of discussion.
Participate and allow all the members for an open discussion and allow open criticisms and suggestions.
Take a record of all important points in the discussion for a review.
Reply or agree to reply for the important points raised openly.
A democratic style of decision making by including all the important suggestions expressed.
The issued raised in the meeting will be settled in the meeting itself and not allowed to be dragged outside.
Express gratitude for the participation and active invovlement.
Sir
I would just to add there are some autocratic leaders who would like to show off that they are democratic by having a meeting. Also such meeting has to be filled up by yes men. Refreshments should be there to please them . A strong coffe would ensure that no one falls asleep as that would be insulting to the leader. And at the end of the meeting there should be a pre determined MOM in which minor cosmetic changes can be allowed. But it has to be to the liking of the meeting leader who does not like critisism of his vewpoint.
Clearly define the goals of the meeting.
Provide a specific agenda for discussion.
Make efficient use of time.
Keep the group focused on the topic.
Prevent conflicts from getting out of hand.
Reach decisions without undue delay.
I wasn't a leader in any of my jobs but I surely appreciate if the manager has a programm in his/her work and of course let the employees some initiative in order to perform their duties. After all the absolutism as a system, isn't likeable by anyone, except for the master himself.
One of the biggest complaints about most organizations is meetings. . . they waste too much of our precious time. This is bad news for the leadership team of an organizations as meetings are important because that is where an organization's culture and climate perpetuates itself. Meetings are one of the ways that the organization's leaders tells its workers, “You are a member.” If you have bad, boring, and time wasting meetings, then the people begin to believe that this is a bad and boring company that does not care about time. Likewise, great meetings tell the workers, “This is a GREAT organization to be working for!” In addition, bad meetings lead to more bad meetings, which cost even more money.
Select the importance of the meeting
Not only at the work meeting to be a matter of habit or a manifestation of the administration, but ask yourself if this is already an important meeting? Do you add new things and effective for the development of the process of work or a meeting is boring and routine and irreplaceable? If your meeting irreplaceable Fbbassath not held by now, The meetings and repeated that no benefit is usually a major cause of weariness around you and disregard for these meetings.
It is desirable in order to be a successful meeting that will be the goal of the meeting is clear, and there is a need for this meeting, and there is no other way to connect the theme of the meeting, but on the way (eg phone - e-mail).
Prepare yourself well for the meeting
Do not leave anything passes between your hands is thoughtful at the meeting so as to ensure the success of your meeting and driving his style optimization, and through writing the important points of the meeting's agenda and to cover all the things you want to accomplish, and also see all your gadgets For example, if the meeting by the devices explanatory such as audio devices or visual check with wiring and connections are good, make sure you have the necessary papers and pens in front of the members of the meeting before the meeting period.
Do not let anything to chance
Try to find alternatives in the event of any circumstance Tariq could threaten the interruption of the meeting or canceled example, the presence of an electric generator further in the event of power outages or having a demonstration extra, then copy the main points of your meeting the other way in order to preserve them from loss, and sent the overall theme of the meeting to the members of the the meeting before the meeting in advance, and interested members of the order of the meeting, and you can Tertbém in terms of the importance of interaction in the meeting:
For example, have your assistant in the commentary on your left hand side, and is responsible for the hardware settings illustrations on the right destination.
To make all members of the department if they are more than one person next to each other so that they consultation among themselves if necessary.
Start your meeting on time
Do not delay your meeting and even if you do not attend the meeting only one individual, and do not wait for anyone, and so you step process to demonstrate your leadership and control of the meeting, which will not make your meeting subject to the conditions of the rest of the members and their desires.
Interaction with the members of the meeting
Does not work meeting lists the cause of the meeting and its objectives only if they were in the share of reading or reading, but the purpose of the meeting is the participation and interaction among members of a single institution, and it can get the best results, and to achieve that you can ask questions to existing members about the most important thing I have said, or what is the goal of the meeting in try to get their attention and interaction.
You can inquire about their views on the proposals submitted and encouragement to express an opinion without bias for your opinion or your proposal only to have a bias objectively, and igniting an atmosphere of enthusiasm that each member provides a solution or proposal is different from what was said in the meeting to reach the goal of the meeting, and to comment upon the word "excellent" or P "good idea "or" creative thinking ". At the end of the meeting you can ask them to write each person his opinion on the proposals put forward by all members and key proposals and cover the main points of the meeting from his point of view.
Appropriate action if there is a difference in views
It is natural when debate and consultation and listening to the opinions of others that are different views with each other or may differ from the opinion of the members of the meeting do you think you are, It may happen that this difference boosted votes attempt from each person validate his opinion and he is the best, so in this situation you should to ask everyone to remain calm, and that it is not a firm voice tone up.
You have to wait for the moments before the completion of the modern, as you can recall the main point of contention and display all views, and agree to take the views of members before by choice or consent is OK. If the point of view is a clear need to give him the clarification without interrupting, then get out of the situation Bmoaagafh look on the face of one and a unanimous All it.
Interested in body language
When leading the meeting must capture the interest of every room, Vahtam tone of your voice and do not make the tone of your voice and one monotonous tones of voice, but not of the height to decrease and control the suit speak. And also see those around you and make a link between you continue given to the receiver appointed by the even feel your passion, your looks and distributed to everyone in the room is not limited to your opinion on the people closest to you in the seats, but see for all.
Notice of around well, if appeared on one of boredom or lack of focus, you can initiative question until it regains its consistency and focus in the meeting, and would prefer not to use your hands are exaggerated in the commentary do not even dispersion around given the movements of your hands fast or too slow or too many unwarranted, even tried to employ your movements in the delivery of your idea without exaggeration in use and try to make your hands by your side most of the time.
Control in the management of the meeting
Do not give the opportunity for one to lead your meeting, but were you the leader, and give everyone their chance to speak, and do not make anyone take a chance the other to talk or show his point of view, and learn when to stop talking in matters sub and make it a focus in the context of the meeting and the lack of distance.
How to end your meeting
Before the end of the meeting should be on the alert, which is important as the meeting began on schedule must be terminated in a timely manner and this requires time division and arrange the stages of the meeting instance must specify:
The time of introduction and explanation of the reason for the meeting.
The time of entering into the heart of the meeting and presentation of proposals.
Allow time for members to participate the meeting, and the capping of the word and should not be skipped this limit.
The time of the end of the meeting and the final word.
It must be at the end of the meeting a summary of what was presented and discussed at the meeting, with a focus on the most important points that have been raised and the executable, you can also propose the participation of members of the meeting by typing the most important raised in the meeting and comment on it from their point of view until you discover the extent of your success in meeting your potential in leadership meeting and attract their attention, and learned from summary views after deducting all suggestions executable at the meeting.
Thanks to all professionals for their great answers of the question. If I were a CEO of an organization, I would call a meeting only for two purposes, i.e.
1----to set and assign new targets to my team members for boosting business of the organization, and
2----appreciate/endorse their efforts they made for achieving targets assigned in the previous meeting.
It is to note here that appreciation/endorsement is not in spoken words only, but it might be in shape of award, certificate, promotion to next lot, or increase in pay etc.
1- Meeting Purpose.
2- Meeting Date and time (Start at – End at).
3- Meeting Schedule the main topic which will discuss.
4- Who’s open and introduce attendees.
5- Start discussions.
6- Take opinions.
7- Take decisions
.8- Conclusion.
9- Thanks all.
