Features of holding meetings and meetings. Organization and holding of meetings, conferences, business meetings
In practice, there is a common division of meetings according to their tasks and goals. From here, problematic, instructive and operational meetings are distinguished Personal management: Textbook / S.D. Reznik and others - 2nd ed., revised. and additional - M.: INFRA-M, 2004. - 622 p.
The purpose of the problem meeting is to find the best management solution for the problem under discussion. Decisions at such a meeting are usually formulated as a result of discussion and taken after a vote. Such a meeting is held according to the scheme: reports; questions for speakers; discussion; decision making.
The task of the briefing meeting is to convey orders and necessary information from top to bottom through the control scheme for their faster and more efficient execution. At such a meeting, the leader brings to the attention of the meeting the administrative decisions taken.
Operational meetings are the so-called planning meetings, summer meetings, five-minute meetings. They are not lingering. The task of such meetings is to obtain information about the current state of affairs in production. In contrast to the briefing, the operational meeting ensures the transfer of information from the bottom up along the control scheme. Having received up-to-date information from the meeting participants, the manager identifies the presence of "bottlenecks", the reasons for the backlog and failures, here he makes the necessary decisions, gives instructions, determining the deadlines for their implementation. No reports are made at the operational meeting. The main goal is to identify those problems of production, on the solution of which the main efforts of the team should be directed.
However, the main goal of holding any meeting or assembly is to make a joint decision after a collective exchange of information, i.e., to achieve a certain result.
Classification of meetings and meetings
Meetings and meetings are formal and informal. In order to conduct an event successfully, it is first necessary to determine its nature.
Meeting types can be classified according to managerial functions:
1. Planning meetings, which discuss the issues of strategy and tactics of the organization, the resources necessary for the implementation of plans;
2. Meetings on labor motivation, where the problems of productivity and quality, staff satisfaction, the reasons for low motivation, the possibility of changing it, issues of moral and material incentives are discussed;
3. Meetings on the internal organization, where the issues of structuring the organization, coordinating the actions of structural units, delegation of authority, etc. become the subject of discussion;
4. Meetings to monitor the activities of employees are devoted to discussing the results of activities, achieving goals, problems of disruption, low productivity;
5. Meetings specific to the organization, where operational issues of management are discussed in connection with the situation in the organization, innovations and the possibility of their implementation, problems of survival, competitiveness, image, style.
There is also a classification of meetings according to the style of holding:
1. Autocratic meetings, where only the leader has the right to speak and make decisions. Participants in these meetings should listen to and respond to questions asked by the leader. Such meetings are held when the manager needs to inform or give instructions to his subordinates.
2. Free meetings do not have an agenda. They may be held without a chairperson. Such meetings are reduced to an exchange of views, decisions on which are not fixed. Such a meeting is held in the form of a conversation or conversation.
3. Discussion meetings - a way to obtain decisions on any issue by generating new ideas and analyzing proposed solutions as a result of the collective work of a group of people during a meeting held according to certain rules. characteristic feature this method is the lack of criticism and evaluation of the ideas expressed.
An official event has a clearly defined status and is held in accordance with established rules. Specially invited people are always present at such a meeting. The main components of the event:
1. Agenda (list of issues to be discussed);
2. Reports (stating the essence of the issues);
3. Speeches (discussion of agenda items);
4. Amendments (discussion of changes that are proposed to be made to the discussion);
5. Debate (holding a discussion);
7. Drawing up a protocol (a written statement of events);
8. Miscellaneous (discussion of issues that were not on the agenda).
At informal meetings, people feel more at ease, but you should also prepare for such events. For informal meetings you need:
1. List of topics for discussion;
2. Host of the event;
3. Protocol of agreements reached.
Informal events take place in more than calm environment, but still you need to remember that only good organized meeting or the meeting gives a positive result.
Every meeting should have an agenda that needs to be planned in advance. The agenda helps to save time and not dwell on secondary issues for a long time.
A well-prepared agenda consists of:
* purpose, date, time and place of the meeting;
* list of invited persons;
* list of discussed problems;
* main topic;
* miscellaneous;
* dates of the next meeting.
Federal Agency for Education
Magnitogorsk State University them. G.I. Nosova
Department of Psychology
business communication essay
On the topic: "Business meetings and meetings"
Completed by: student of the FFK group 06-1
Grebenshchikova V.I.
Checked by: Orinina L.V.
Except business conversations and commercial negotiations, special forms of business conversations are widespread in business practice - meetings, which are a way of open collective discussion of certain issues. The forms of such discussion are very diverse. These are congresses, conferences, symposiums, meetings, sessions, seminars. Decisions made at these events are usually more effective than those made by a narrow circle of managers.
The PURPOSE of a business meeting is to allow free discussion and reach a common solution based on a wide range of opinions.
I chose the topic "Organization of meetings" because brainstorming as a form of business conversation has many positive aspects:
First, it increases the efficiency of thinking. The Russian proverb “mind is good, but two is better” did not arise from scratch, it contains deep meaning. Indeed, the originality of human thinking lies in the fact that it is especially effective in the conditions of joint intellectual activity, since intellectual results do not add up, but multiply. It is known that the majority of fruitful ideas were born during the collective exchange of thoughts.
Secondly, during the meeting, the creative community of workers is strengthened, the interests of individual workers are included in a single system of collective tasks, and the business skills of its participants are also improved.
Thirdly, in joint mental work, it is revealed creative potential each of them.
Insufficiently well prepared and poorly conducted meetings, convened on every occasion, cause great harm, as they “devour” valuable time, tearing people away from their main work.
IN general view preparation for the meeting includes the following actions: defining the topics, setting the agenda, defining the objectives of the meeting and its total duration, start date and time, composition of participants, approximate work schedule.
When determining the start time of the meeting, you should take into account the rhythm of work. In order not to force people to endlessly switch from one type of work to another during the day, it is advisable to hold meetings at the beginning or end of the working day or after the lunch break. Taking into account the total time spent (not only directly for the meeting, but also for fees, transitions, return and inclusion in work), the beginning and end of the meeting should be planned so that there are no empty time slots: if it ends 15 minutes before the lunch break , then these minutes can be considered lost.
It is required to notify the participants of the meeting in advance about its holding and to acquaint them with the agenda, with all the right materials so that their performances are thought out in advance.
You need to start the meeting on time and immediately agree with the participants on the rules for working together, for example, limiting the time of speeches or how decisions are made. After that, one of the participants should be entrusted with keeping the protocol.
These and other questions common organization business meetings and meetings take a closer look.
Business meeting (meeting) - oral communicative interaction of a group of people (team). This type of communication combines various genres: oratorical monologue (introductory and final word presenter, speeches of participants, report), conversation (exchange of information, promotion and discussion of ideas during brainstorming), discussion.
The effectiveness of the meeting largely depends on the talent of the organizer - on his speech skills and managerial abilities, as well as on right choice type of meeting and knowledge of its features.
Business meetings are:
1. By the form of the event:
1.1. conferences
1.2. meetings
1.3. meetings
1.4. seminars, symposia
2. According to the form of conducting the meeting by the head:
2.1. dictatorial
2.2. autocratic
2.3. aggregative - first a report, a debate, where only those persons participate,
appointed by the leader.
2.4. debatable
2.5. free
3. By belonging to the sphere of public life:
3.1. party
3.2. trade union
3.3. business (administrative)
3.4. scientific
3.5. united
4. By scale:
4.1. international
4.2. all-Russian
4.3. Republican
4.4. industry
4.5. regional
4.6. regional
4.7. urban
4.8. regional
4.9. domestic
5. By venue:
5.1. local
5.2. visiting
6. By frequency:
6.1. regular
6.2. permanent
6.3. one-time
6.4. periodical
7. By the number of participants:
7.1. in a narrow team (up to 5 people)
7.2. in extended staff (up to 20 people)
7.3. representative (more than 20 people)
8. According to the stability of the composition of participants:
8.1. with a fixed composition
8.2. with guest cast
8.3. with a specific meeting list
8.4. combined
9. By topic of questions:
9.1 administrative
9.2 technical
9.3 personnel
9.4 financial
9.5 technological
10. By tasks:
10.1 problematic
10.2 instructive
10.3 operational
11. By appointment:
11.1 making decisions
11.2 clarifying tasks
11.3 Summing up
One of the main tasks of the leading business meeting is to bring in as many facts as possible in order to more fully appreciate the complexity of the problem under discussion, as well as to involve those present in the process of solving the problem. Of course, the leader should have his own point of view on the current situation, but it is also necessary to know the point of view of others in order to understand whether they are right or not in their understanding of the problem. If someone else's point of view is correct, the meeting leader can change his view of the situation. If colleagues are wrong or missing something significant, he can provide missing facts. The right questions are a great tool to steer a meeting in the right direction.
The effectiveness of the meeting largely depends on the talent of the organizer - on his speech skills and managerial abilities. Often the meeting is led by the leader himself.
The following main tasks of business meetings are distinguished:
1) Find out, analyze the state of affairs (how the planned is being carried out, what is happening in the team ...); exchange information on the issue under discussion, coordinate efforts and draw organizational conclusions. These tasks correspond to the informational collection type.
2) Inform the staff about the search for solving problems, about new experience and the possibilities of its implementation, to convince employees of the correctness of the economic policy being pursued. To solve these problems, an explanatory meeting, or a meeting - briefing, is intended.
3) Find a collective solution to the problem, produce, collect ideas. This is a type of meeting - problematic, or "brainstorming".
4) Select and make constructive decisions. This is the task of the meeting - the decision maker.
5) To give participants the necessary knowledge, improve their skills. This type is called a conference, or training meeting.
If the leader is interested in constant contact with the team, he organizes regular meetings. According to the frequency of the meeting, it can also be one-time and periodic.
If any of the participants in the meeting feels an irresistible craving for an argument, the leader should, while maintaining equanimity, allow the group to refute the arguments of the debater. Unnecessarily talkative debaters must be tactfully interrupted without listening to their speeches to the end, as a rule, there is little benefit from such speeches. If you have to deal with a negativist (that is, a person who likes to contradict), you need to recognize and appreciate his knowledge and experience. Shy participants are encouraged to ask simple questions to strengthen their self-confidence. If the disputant constantly asks questions instead of making suggestions, his questions should be addressed to the group.
In order for a business meeting to be fruitful, the chairperson must master the technique of conducting discussions. First of all, we must strive to conduct a group discussion in a civilized manner. This implies the presence of delicacy in the relations of the disputants and, therefore, excludes the use of such means of arguing one's point of view as ridicule, interruption of opponents, sharp attacks against them. Particular care must be taken to ensure that the business dispute between the participants is definite and has time limits, as well as to avoid personal clashes. The terminology of the dispute should be clear to all present.
When preparing for a discussion, at least the most overall plan struggle for the truth, pick up the most weighty arguments. Particularly impressive are the precise figures that cannot be refuted.
The higher the position of the leader, the more time he has to devote to meetings, negotiations, business meetings and other forms of interpersonal communication. Managers' time is often wasted.
The meeting is determined explanatory dictionary as a derivative of the verb to confer, that is, to agree, consult, discuss something with someone together, as “a meeting dedicated to the discussion of any issues, actions, measures”, which is usually held on operational issues. The word "meeting" has synonyms - a five-minute meeting, a flyer, a operative, a planning meeting.
Thus, a meeting is understood as such a type of management activity when a certain number of participants gather in a predetermined place at a predetermined time to discuss and make decisions on predetermined issues.
There is hardly any other type of activity that wastes so much time of so many people at the same time as when holding meetings.
Therefore, the meeting should be prepared especially carefully with a detailed study of all organizational and technical measures both for organizing and conducting it. The reasons for the waste of time and money most often lie simply in the fact that many meetings are poorly prepared and organized, poorly conducted and unsatisfactorily summed up. Recall V. Mayakovsky's poem "Protsessed".
Let's look at the basic principles that allow you to make a meeting or meeting as effective as possible.
Preparation for the meeting is carried out in three stages:
1. Development of organizational issues.
2. Discussion of all issues to be considered.
3. Holding a business meeting.
The purpose of the meeting is “the beginning of all beginnings”, since the more specifically the goals of the meeting are formulated, the more hope for a productive result, and vice versa, the vague wording “discuss the state of the issue” does not aim at anything specific. At many meetings, the participants cannot agree in any way, as they are actually talking about different things.
Work on the preparation of the meeting begins with a decision on the need for its holding, the issues submitted to it and the proposed participants, the time and place of the meeting.
It is better to schedule a meeting at the beginning or end of the working day so as not to break up the working day, the rhythm of work, and not to force people to switch from one type of activity to another. It is not necessary to hold meetings (meetings) on the eve of weekends and especially holidays, because the participants of the event should not rush anywhere. In addition, you need to immediately consider the location of the meeting.
The venue must be selected before the invitations are drawn up in order to accurately indicate the location of the meeting. When choosing a room, the number of participants is taken into account first of all. A sufficient number of spare seats must be provided: for a small meeting, an additional 2-3 chairs, for large meetings, at least 15-20 seats. In addition, when choosing a room, take into account the possibility of using technical means.
The agenda is the first document that is drawn up in preparation for the meeting.
When drawing up the agenda, it is recommended to put the first questions on which there are more invitees. After their consideration, the invitees can leave. The rest of the questions are arranged in order of complexity from more complex and time-consuming to simpler.
The agenda shall indicate the issues to be discussed, the names, initials and position of the persons reporting on each issue.
The list of participants is the second document to be prepared.
Invite to any type of meeting should be only those who cannot be dispensed with. These are employees who are directly affected by the issues under consideration, and decision makers or employees with special knowledge or experience in solving similar problems. It is desirable to limit the number of meeting participants (no more than 15 people), otherwise the process becomes unmanageable.
A very important point in the preparation of a productive meeting is the invitation. If the meeting is supposed to work out an important decision, the leader should not invite participants through the secretary on the phone. IN this case invitation must be sent to all participants in writing. The invitation indicates the date, agenda, speakers, and the list of invitees may be indicated.
This allows the invitees to think about the state of the problematic situation, provides an opportunity to develop a position and collect facts to justify their decision, sets the duration of the meeting, etc.
So, having an agenda, a list of participants, knowing the place and time of the meeting, they begin to notify the participants. Notification of meeting participants should be carried out in advance so that they can plan their working day.
Notification can be made in two ways: in writing (by sending an invitation) or orally (by phone).
The most important place in the preparation of the meeting is the preparation of a draft decision on the issue under discussion or draft final documents. It is for the adoption of these decisions and the approval of the final documents that the meeting is being held. The presence of projects allows you to delve deeper into the documents, make changes, and quickly discuss them. It is necessary to demand draft decisions from the staff preparing the question, and organize their execution.
All documents proposed for the meeting must be collected at least 48 hours in advance, copied and distributed 24 hours before the meeting.
When preparing a meeting, you should find out the financial costs necessary for its conduct: renting a room and demonstration equipment, buying stationery, flowers, water, organizing a coffee break, etc. Reproduction of information materials for meeting participants can also be a significant expense item.
At the preparatory stage, the total amount of work during the servicing of the meeting is determined and, if necessary, a proposal is made to create a working group to prepare the meeting. It is necessary to carefully consider the composition of the group, which of the employees should perform what work, at what time each of them will be involved in servicing the meeting. When organizing large meetings with a large number of participants, the issue of organizing a meeting should be fixed by order of the management.
IN preparatory stage also includes taking care of the transportation of the participants.
The preparatory stage ends with the preparation of the premises for the meeting and its technical equipment.
best place for the meeting is a specially equipped room with round table, wall clocks, without a telephone and a selector (it is advisable to have a telephone and a selector in the next room so that you can go out and get help or invite the specialist you need without distracting others). The meeting room must be well ventilated.
It is not at all indifferent in what order the participants of the meeting sit. The order of seating, starting from 6 participants, should be established using special cards before the participants of the meeting appear. Representatives of competing groups should not sit opposite each other, otherwise each edge of the table will turn into a trench, and conflicts will arise on their own. Disliked people are seated as far apart as possible.
The leader should sit in the center. It is desirable that he be able to look into the eyes of the largest number of participants in the meeting.
The meeting must start on time. Do not punish those who arrived on time by making them wait for latecomers. A leader who waits for one participant at the first meeting will wait for everyone at the second.
The chair should be very clear about the purpose of the meeting. Start the meeting on a positive note. The problem to be solved must be presented in an interesting, figurative, and enthusiastic way. The opening of the meeting should last no more than two minutes.
Participants of the meeting speak in the order of the call by name. Only one person should always speak. Talking too much is just as indecent as being silent all the time. Excursions into the past and deviations from the topic that individual participants allow should be intolerant. The meeting should consistently, step by step, approach the solution of the problem posed.
You can not comment on the words of a subordinate speaking on the podium, interrupt him during his speech, rudely cut him off in mid-sentence, if the opinion on the issue under discussion does not coincide with the opinion of the leader.
An important point is documenting the meeting, i.e. recording the process of discussing the issues on the agenda. During the meeting and after it, it is necessary to collect the texts of speeches that were not submitted in advance. The course of the meeting can be transcribed, a phonogram, video recording, minutes.
The best option for operational meetings is to record them. The record must be kept by a secretary or a specially appointed person. The quality of recording of speeches depends on his qualifications, ability to penetrate and understand the essence of the issues under discussion. Therefore, the appointment of a person to take the minutes is a critical part of the preparation of the meeting. The protocol is kept, as a rule, briefly and concisely.
The main part of the text of the protocol is built in sections corresponding to the agenda items. Each item may have the following parts:
LISTENED
PERFORMED
DECIDED (DECIDED)
The final part of the section on each agenda item is a record of the decision taken on the issue under discussion. The protocol contains a list of persons responsible for the implementation decisions taken, as well as persons who must familiarize themselves with the protocol.
The result achieved at the meeting should be formulated briefly and definitely.
It is necessary to immediately establish what steps should follow the decision, who has what responsibilities, who is responsible for the implementation of the decision, who controls its implementation.
Forms of organization of productive work of the enterprise are meetings and meetings. They have different purposes and methods of implementation.
Definition
meeting- a meeting of the right circle of people, the purpose of which is to consider topical issues.
Meeting- meeting of the united common activities people to discuss current issues and problems.
Comparison
Members
At each event there are different people. The meeting is characterized by a narrower format with the participation, as a rule, of a small circle of interested persons. Among them may be, for example, heads of structural divisions, leading specialists or representatives of various companies. Sometimes the meeting is judicial, held to make a decision on the case.
The meeting is a mass event. It can be attended by the entire staff of the enterprise. Parent or election meetings are also examples.
Subject of discussion
The difference between a meeting and a meeting lies in what topics are raised at the event. So, a meeting is arranged to consider issues of production management, collect information about the state of affairs, and identify problem areas. People at the round table just confer, and everyone's opinion is very important here, unlike a meeting, at which sometimes it is enough just to be present to obtain the necessary information.
At meetings, the agenda includes more general issues that have accumulated over time and are important for the entire workforce. At such meetings, topics that are not directly related to production are sometimes touched upon. For example, we can talk about preparing for the upcoming holiday.
Goals
The nature of the meetings is operational. The goals of such meetings are to make adjustments to current activities, to improve the work process. The meeting ends with a resolution.
At meetings, results are often summed up, awards are given, working conditions and plans for the near future are reported. The course of the meeting and the decisions taken at it are recorded in a special protocol.
Frequency
Let's analyze the difference between a meeting and a meeting regarding the frequency of their holding. So, of the two types of events, meetings are more often convened. They are given a specific time. But the nature of such meetings can also be unscheduled, if it is justified by an urgent need.
An important aspect of enterprise management is the holding of meetings and conferences, during which business conversation. In order for meetings and meetings to be effective, it is advisable for their leaders (chairmen) to follow the following recommendations. Before the meeting (meeting):
1. Prepare an agenda i.e. a list of issues to be resolved at the meeting (meeting). These questions can be treated as
denial of previously adopted decisions, as well as to new problems that have arisen since the previous meeting (meeting).
2. Decide who should attend the meeting and let them know ahead of time. As a rule, all members of the labor collective are present at the production meeting. Only those employees who are competent to solve the problems that have arisen are invited to the meeting.
3. Choose the appropriate place and time. Make sure the place is equipped with everything you need. Determine the time needed to discuss these issues. Please note that the ideal duration of meetings (meetings) is no more than one and a half hours. If the meeting must go on longer, allow for breaks.
4. Distribute the agenda. The agenda should be in the hands of employees a few days before the meeting (meeting) so that they can prepare for the meeting (meeting).
5. Determine in advance the main speaker and co-speakers.
6. Pre-talk with each participant of the meeting, find out their position. This will help you anticipate conflict situations and plan for their resolution while maintaining team cohesion.
7. The choice of the venue for the meeting is also important. The room should be equipped with comfortable furniture, have a normal air temperature. It is best to place the meeting participants at the round table, when each of them is facing everyone else. To improve communication in front of the participants, it is advisable to install signs with full names, clearly visible to all present.
During the meeting (meeting):
1. Discuss the agenda and, if necessary, amend it to take into account new circumstances that have appeared most recently.
2. Keep track of time so that the rules are respected, as the unfolding discussion can break it.
3. Monitor the freedom of expression of opinions of the participants of the meeting, regardless of their official position. It is necessary to tactfully restrain the energy of those who are accustomed to owning the initiative by virtue of their nature, giving less active participants the opportunity to speak earlier.
4. During the discussion, take a neutral position in relation to the opinions expressed.
5. Watch for emerging conflicts and intervene if necessary. Act as an intermediary to defuse the situation.
6. Periodically check if the group is ready to make a decision. You should not miss the moment when the group came to an agreement and new discussion can no longer add anything significant.
7. Stick to the decision rules developed by the group. If there are disagreements, a vote must be taken and a decision taken by a majority of votes.
8. Before you end the meeting (meeting), sum up the work. Ask the group if there is a need to meet again. It is important that people leave the meeting (meeting) with a clear understanding of what the next steps should be. When a meeting ends without reaching any decisions, there can be a feeling of disappointment and disappointment.
After the meeting (meeting):
1. Analyze the course of the last meeting (meeting). It is necessary to consider whether the meeting (meeting) fulfilled its tasks and whether the cohesion of the group was strengthened after it.
2. Prepare and distribute a summary of the results of the meeting (meeting). Recording details of what was agreed, what issues were resolved, and what next steps should be taken should remind team members of the work they have to do.
3. Repair broken relationships with informal conversation. If there was a heated debate during a meeting (meeting), it is likely that relations between some group members soured and they left the meeting upset or offended. Talk to them and calm them down.
4. Observe how group members cope with the tasks assigned to them. You need to check if there are any problems when employees perform specific tasks.
Typical disadvantages of holding meetings are:
Unnecessarily large number of meetings;
Vague topic of the meeting;
Unproductive waste of time due to unnecessary conversations;
Unreasonably large number of participants;
Insufficient number of participants;
The absence of a protocol, despite the need for it;
Insufficiently clear formulation of decisions.
