Using an Agenda and Allowing Time For Discussion

A business meeting is a formal gathering of people to conduct business based on their common interests. They are scheduled around specific goals and are governed with rules and procedures to ensure efficiency and fairness. Meetings for business can be held in person or via video conference. Making business meetings more efficient can be achieved by establishing an agenda and allowing time for discussion.

When the meeting starts it is vital to set the agenda clearly and promptly, and ensure everyone knows what is expected from them. The meeting leader should explain the process for deciding by consensus, a majority vote, or by the chairman alone – to avoid confusion as to who is responsible for what. It is also crucial to wait until all participants have arrived before beginning the discussion, so that everyone can fully engage in the discussion.

It is not uncommon to spend too much time on minor, urgent issues at the expense of more important topics. This can be avoided by setting the date for discussion and adhering to it. Additionally, it is important to establish a time limit for the meeting, as very few meetings produce anything of value within two hours. This can save hours of secretarial calling at the end of the day to fix a short meeting duration on the agenda.

Sometimes, a person has something to say, but is so nervous about what other people might think that he keeps his thoughts to himself. The chairman should be alert to this and attempt to make these contributions visible and express interest in them and delight at their value (as as opposed to feeling gratified at their agreement).

Leave a Reply

Your email address will not be published. Required fields are marked *