Does your meeting make sense?

Many people think that meeting is meaningless, is a waste of time, but when you split the meeting into a small link, each step has its existence of significance and value, are not to be ignored. A lot of workers spend 70% of their time in ineffective meetings, and that's how scary a number can be in a long career.

The success of a meeting depended to a large extent on the preparations for the meeting. The meeting is different from the class, not only to summon everyone to sit in the conference room, take turns speaking, end so simple.

In the preparation of the meeting, you can clearly see a person's ability to work and ideas. It can also reflect the planning, communication, control and many other skills, do not think before the meeting was wiped clean whiteboard and light brightness adjustment These trivial matters, everyone will see in the eye.

It can be said that the differences in work skills can be reflected in the preparation of a meeting. At the same time, in the process of preparing the meeting, these abilities will be trained in a comprehensive approach.

1. Reasonable scheduling of meetings is a respect for all people

1 from the highest level of leadership of the time to start

If you have senior leaders to attend the meeting, be sure to determine the lead time in advance. Because they have a lot of business trips or business meetings, the official busy. The general need for senior leaders to participate in the meetings, the basic needs of them in the Conference to make final decisions or suggestions for reference. Failure to participate on time may delay the project process, resulting in a flurry of subsequent work.

But what if the leaders start out at the meeting? It's also a test of your ability to cope.

Based on my work experience, I have a few tips.

① to open a conference call

In this way, the leader can immediately participate in the process of meeting and feedback in the course of waiting for the plane or the bus to go out. If you are unable to connect by plane, you can still participate at the next machine, get the result of the discussion of the meeting and put forward a point of view.

The ② meeting was held as usual to provide alternative options

In the event that the project cannot be delayed, even if the senior leadership is not at the meeting, and if no decision is made, 1 major implementation options, 2-3 sets of options, can be discussed. After the meeting and the leadership of communication, if the main plan does not pass, you can try to put forward alternative suggestions, after being adopted by the leadership, can be convened here, the goal of a clear subdivision.

2. According to the content of the topic, 15 minutes of maneuver time are reserved.

Accidents at work can happen at any time, so it is necessary to estimate the "Flex time" in the setting of meeting time.

For example, it would take about half an hour for a meeting to be set aside for one hours in the conference room. If the previous meeting a slight delay, will not delay the normal progress. If the staff is temporarily engaged, the meeting should be postponed properly, and will not affect the normal use of the next conference room.

Of course, as a project manager, we should control the accident in the meeting and try to arrange it within a reasonable and orderly range. Not because of the flexibility of the time, but free to waste.

3. Small meetings, arranged for short refining

If the meeting is a small assignment, schedule as short as possible. To this step, the early planning of the discussion has largely been the direction and results, as long as the plan in accordance with the previous steps.

After the meeting, clearly assign tasks and set the time node, as soon as possible to start work.

2. Detailed information preparation, the meeting succeeded half

1 Set meeting objectives and detailed agenda

As the organizer of the meeting, we should make a clear judgement on the purpose and significance of the meeting. According to the goal to be achieved, the rhythm of the meeting to split, according to reasonable logic to plan each stage of the issue.

Because in the discussion stage, we often deviate from the theme of the conversation, time unknowingly passed away. and set the role of detailed issues, you can let the organizers of the conference good control, each stage to discuss the results can enter the next link, do not stay in a topic too much time.

2 According to the agenda, the data collection and collation

A large amount of data collection before the meeting can guarantee the higher quality of the meeting conclusion. One can be the overall need to discuss the topic of a more macroscopic consideration, and secondly, in the process of data processing, there will be some ideas can be put forward in the meeting, can give participants a great reference and help, in the open mind, may also bring big ideas.

3 ensure the effective arrival and reading of data

After the data collection and collation, the emphasis and the secondary focus should be divided. Let the division of labor different people at a glance points out which is the focus, which some only as a reference to content.

As a project manager, you need to do more than just overall communication and internal task assignments. should also be in the implementation, think more how to enable team members to complete the work efficiently and high quality.

3. Smooth communication of conference information

All meetings must be made up of these people: the meeting organizer, the person who must attend, the person who chooses to participate, the person who makes the decision.

Therefore, as the organizer, to confirm the list in advance, and to do so in advance notice, the first oral message confirmation, and in the mail list of the initial agenda and task breakdown, the annex to the inclusion of good information. Let everyone prepare the content before the meeting so that we can proceed methodically.

There is also a point to note that the notification mail must be copied to colleagues to the leadership of the participants, on the one hand is aware of the role, on the other hand to avoid the aftermath of the wrangling.