Save time, plan for success Achieve goals, conduct and moderate conversations, write minutes, successfully lead projects
Simone Janson (ed.)
Published by Best of HR - Berufebilder.de®
The German National Library lists this publication in the Deutsche Nationalbibliografie; Detailed bibliographic data are available on the Internet at https://dnb.dnb.de.
ISBN of the German eBook edition: 9783965960886
ISBN of the English eBook edition: 9783965960893
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Help! Meeting! Plan Efficient Conferences & Discussions
1st edition, 06.12.2019
© 2019 Publisher Simone Janson | Best of HR Berufebilder.de®
Duesseldorf, Germany
Conception, editing, graphic design & layout: Simone Janson
Cover design with Canva
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"Too many discussions are a clear sign of a bad organization," said British historian, sociologist and publicist Cyril Northcote Parkinson (1909 - 1993), who became world famous as the discoverer of Parkinson's Law. What does he want to tell us?
The phrase 'Without a plan you automatically plan the failure' often applies to meetings. The key to the success of your meeting is planning.
By Cyril Northcote Parkinson (1909 - 1993) is also this beautiful quote handed down: "Meetings with many participants rarely solve a problem, but waste a lot of valuable time."
In fact, the key to a meeting's success is that your employees and you are clear about the purpose, goal and end result from the start.
Prepare a short agenda in advance and ask for the content of the participants, which leads to a list of priorities and are edited one after the other - the most important first, the most important last.
In principle, you should ask yourself whether meetings are really necessary.
Your employees and you need to get together to exchange information, make decisions, plan, discuss, discuss something, dispel a quarrel, celebrate, and more. Meetings can also help improve motivation and productivity.
When does it make sense to hold a meeting, and when not? The decision to hold a meeting requires careful consideration, as this always involves costs, both direct and indirect.
The direct costs include travel expenses, catering, the rent for the venue and a possible accommodation during longer lasting meetings. Indirect costs include working time and productivity losses for the participants.
Therefore you have to wonder how necessary this meeting is and if there are not other options like sharing about eMails, information or memos. Break the habit of holding a meeting just because it's always been on Monday at 10 pm.
Decide whether the meeting is absolutely necessary, whether it is more appropriate to carry it out, or whether it is actually also without meeting. Take the initiative, raise the question and reduce your meeting time in a meaningful way.
Tip: If you are holding a meeting, you should recognize the possible fall cords that can become a productivity cleanup. These include:
Meetings have many functions: they serve information exchange, discussion, decision-making and problem resolution. Missing or inadequate information is a breeding ground for misunderstandings, frustration and a lack of identification with a task.
Precisely for this reason, meetings can be an important contribution to the motivation of your employees and be an effective way to create ideas, to promote team spirit or to bring about actions.
In the advertising agency BDO founded by Alex Osborn, the poor quality of the meetings annoyed the boss. There were dozens of meetings that were anything but inspiring. They lasted forever, tiring and inhibiting any form of creativity. They were the GAU for a company that earned its money by being creative. Osborn was aware of the threat and recalled the more than 400 years old Indian creativity technique of Prai-Barshana. From their mantra - using the brain to storm a problem - he derived today's brainstorming.