Without question, business meetings play a fundamental role in the day-to-day running of organizations. For instance, they provide brainstorming avenues where business goals and objectives can be discussed to enable organisational growth.
Therefore, a project manager or company owner must understand what they entail to enable value creation. Here, we demystify the various types of business meetings and conduct them to realise maximum benefit.
Let’s dig right in:
As the name suggests, this type of meeting is based on an organisation’s standing orders, constitution, rules or articles of association.
Basically, a specified threshold must be met for such meetings to happen, for example, the need for a minimum number of persons to legitimise a sitting. Usually, formal records of such meetings are kept and referred upon on subsequent business meetings.
As a chairperson, you can do the following to ensure their success:
These types of meetings do not follow conventional rules like the formal ones above. Most of their discussion or brainstorming sessions aren’t strict and, in most cases, don’t require minute keeping. They are common between business managers who may wish to deliberate on particular issues such as progress reports.
However, to create value from such settings, you may have to:
Such types of meetings are usually held to precisely determine the current status of an ongoing project. Furthermore, this occurs between the project manager, facilitators and employees involved in the task at hand.
In such meetings, every participant is usually encouraged to provide insight and state with any existing challenges.
Doing so enables project managers to:
As a project manager or facilitator, you can ensure the effectiveness of such meetings by implementing the BLISS strategy.
The BLISS strategy is as follows:
Doing so will ensure that everyone’s time is respected, allowing them to focus on the immediate task.
Some of the techniques you can use include:
This refers to previewing an immediate past timeframe and an immediate upcoming one to allow your team to zero in on a project’s current status.
To put this technique into action, you can consider:
To ensure that your project runs effectively and on schedule, every team member must be accountable for their given tasks.
For such to happen, you need to:
For a short and effective meeting, you need to make the agenda consistent and straightforward. You can achieve such by precisely showcasing what would be dealt with in each update meeting. Furthermore, distribute a meeting’s agenda early enough to the members for them to prepare.
To avoid deviating from the topic at hand, you need to keep your team members focused.
These can be achieved by:
Not to forget, you can use PowerPoint slides to impress your audience and enable better understanding. This stems from the fact that they provide engaging presentations by incorporating visual aid which maintains an audience’s attention.
Your organisation will often require this type of business meeting to enable its growth and rally members to support and implement developmental plans. Such include project, product roadmap and campaign planning, among others. There are a lot of business planning apps available. These help people with this crucial part of a project.
They mainly involve an already established team and a few experts who can be onboarded to provide specific experience or insights.
Such meetings are usually chaired by an outside facilitator or project manager and require team members to participate in the discussions actively.
Their primary aim is to get the job done. Therefore, personal relationships aren’t that important – individuals can get to know each other as time goes by.
A unique feature about these gatherings is that they are typically not governed by any specific rules; neither do they follow particular rituals. Most of the meeting time is spent on producing a plan.
They mostly happen early in a project’s life cycle, which makes them noteworthy and worth understanding.
To effectively chair such a meeting, you can:
As a company CEO or business executive, you’ll require this type of business meeting to develop your business’s oversight and strategic decisions. Examples of such include quarterly strategic reviews and board meetings.
They follow a formal format and are mostly chaired by a senior company representative. Members are allowed to air their views regarding governance freely and what they feel is essential for the organisation. Furthermore, deliberate on any ongoing challenges and plans.
How to conduct such meetings:
From time to time, your organisation will require new ideas to enable expansion. Fortunately, these types of business meetings can come in handy in such situations. They can allow the gathering of enough ideas, from which you can filter to identify the most appropriate ones.
At first, they might appear obscure to your team members; however, they are crucial for the growth and survival of your company. This stems from the fact that they give your organisation a chance of trying out something new.
You can use the following tips to gain value from an innovation meeting:
To bring about effective collaboration between your teams, it is crucial to conduct such business meetings from time to time. They enable the development of personal relationships between your employees, which can support or encourage your organisation’s growth and progress.
Examples of such include corporate outings or activities for the entire organisation or team departments to provide opportunities for socialisation.
You can achieve a fruitful team building meeting by:
Problems are part and parcel of running a business. To resolve them, you might be forced to convene such conferences to discuss the way forward.
This kind of business meeting happens with specific objectives in mind depending on the issues at hand.
They provide team members with an opportunity to discuss and analyse possible answers to the existing problem.
To ensure the success of such meetings, you can consider the following steps:
Running a successful business requires time-to-time decision-making. To make a big decision, you need input from the different groups or members of your organisation which calls for this kind of business meeting.
Such decisions might require several miniature decision-making meetings to allow members to collect relevant details, develop solutions and deliberate on the best way forward.
One of the significant downsides of this type of meeting is that it can be time-consuming.
Therefore, as a leader, you can integrate the following steps to ease the process:
As you can see, business meetings play a pivotal role in the effective running of organisations. Therefore as a business executive, you need to identify with each of them to understand how you can conduct them effectively. The above-mentioned tips can significantly help you out.Published by
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