“When you want to avoid taking action, hold a meeting.” The experience of a bad business meeting is universal. You’ve probably been there , trapped in the corner of the conference room with no hope of making a graceful exit, surrounded by people who enjoyed listening to their own voices . In the time it took them to theorize on the likely effects of a potential problem, you could have gone out and actually prevented it.
Unfortunately, even in this “dot-com” era, meetings are still a way of corporate life. There’s no avoiding them, and there’s only one sure way to beat them , thoughtful and thorough planning on the part of all participants.
Successful Meetings magazine, a professional conference trade publication, surveyed more than 650 business executives to identify reasons why some meetings produce and others bomb.
Among executives who responded, 97 percent cited a concise, solid agenda as the number one guarantee for meeting success. Others included slick presentation technology and strong audience interaction.
Conversely, poor presentation technology, a wayward agenda and not sticking to the schedule were noted as major tripwires.
– Words Of Wisdom
For Chairperson
All of these keys can be achieved or avoided with the proper planning. As a savvy meeting chairperson, there are several specific points to live by:
o When scheduling the meeting, remember that people are at their best in the morning and at their worst on Friday afternoons before a holiday.
o Always have an agenda. List and discuss topics in order of importance.
o The term “meeting” is not synonymous with “lecture” or “sermon.” The difference is in audience interaction.
o Want input from your employees? Then give them time beforehand to mull things over. Distribute the agenda and pertinent material in advance, with the invitation if possible.
o Verify your logistics are in order: reserve the conference room; test the projector; count the RSVPs and the chairs; and make more than enough copies for everyone.
– Conduct Meetings
With Diplomacy
o If you are the chairperson, remember that it’s your meeting, regardless of the seniority of the participants. Conduct and control the event with diplomacy and strength.
o Do not underestimate the importance of basic protocol. Before the meeting commences, introduce those who do not know one another. This is especially important if some participants are attending via conference call. At the end, thank the participants and shake their hands as they depart.
o Start the meeting on time. Punctuality shows respect for those who had the foresight and made the effort to get there early.
o And finish on time. There may still be business to conduct, but if the agenda was prioritized then you accomplished the most important items already.
o And finally, repeat after me: “A successful meeting is brief, focused and productive.” Try to keep every element of the meeting in line with this mantra and your participants may even thank you afterward.
– Savvy Participants
Prepare In Advance
Remember that a successful meeting requires planning on the part of all participants, which means that even the invited members have a few responsibilities:
o Read the agenda beforehand. Consider it carefully, note your questions and comments, and bring it with you to the meeting.
o Arrive several minutes early and take the time to introduce yourself to others. If you are from outside the company, before the meeting is usually the appropriate time to hand out your business card.
o If seating is not pre-arranged, the hierarchy of seating goes from the left of the chairperson to the right.
o Must it be said to sit in an alert position and not shuffle papers, doodle, or fidget? Or to pick up all of your papers and clean up after yourself?
o Thank the chairperson and shake hands as you leave. If you are from outside the company, shake hands with the other participants.
o Occasionally it may even be appropriate to write a note of thanks to the chairperson and to the person who invited you, especially if you hope to work with them in the future.
“Meetings” can range from the Monday morning status update to the annual conference, so these tips won’t pertain in every circumstance. But if applied appropriately and consistently, they can turn the tide of mediocre meetings and make your events more productive.
– Tips For Business
Social Gatherings
Woody Allen once observed that “80 percent of success is showing up.” This rule directly applies to the company social events , yes, even the “non-mandatory” ones. Here are some tips to make up the other 20 percent.
“Business is business even when it’s social.”
A work-related “social” event is a key opportunity to further your business interests, and if you leave the party unnoticed, it becomes an opportunity missed. To make the most of the occasion, remember the five P’s: Prior Planning Prevents Poor Performance. Do your “homework” beforehand, beginning with finding out as much as possible about the event:
o Who is the sponsor/host? Make sure to talk to them and at least express your gratitude for being invited.
o Who are the guests? This is particularly important if you are an employee of the hosting company. Identify your clients in advance and greet them when they arrive.
o As an invited client, meet as many of the other clients as possible. Why? To identify the competition, make an alliance, or maybe even find a future connection.
o Predict what will be discussed, professionally and socially. A little research here can go a long way.
– Make A Good
First Impression
“You only get one chance to make a first impression.”
In the business-social realm, your entrance into the room may be your first impression. Human eyes are naturally attracted to movement and change, so it’s a safe bet that everyone within sight will notice your arrival.
The key to making an entrance is to act as if you belong there. Communicate confidence. Walk smoothly into the room, keep good posture, step aside and pause briefly to “see and be seen,” spot key persons and allow others to notice that you have arrived. Henry Kissinger once noted this very entrance method as a key to his diplomatic success.
In order to effectively “work the room,” you must make your presence known to the key people, especially clients. Management will see that you are supporting your company, and such recognition can bring big rewards. It is equally important that you make your presence known to your peers. Acknowledging each co-worker with a warm greeting and handshake will strengthen your role as a team player.
– Strategies For
Working A Room
There are several other factors to working a room:
o Circulate. If it is a small gathering, try to shake hands with everyone. For a large gathering, focus on key persons. All of your “targets” should leave the event knowing your name.
o Avoid two persons who are deep in conversation , you will either be rude in interrupting or look foolish standing there waiting for an opportunity to speak. It is easier to approach a party of three or more.
o To make your way uninvited into a conversation, simply ask permission. A polite comment such as, “Excuse me, may I introduce myself?” works fine.
As with any other business event, even a social affair must have an agenda. Be assured that everyone else there will have one. If you don’t have one, too, you’ll only be wasting time and opportunity.
Witt of Witt Protocol Services in Solana Beach may be reached at susan@susanwittprotocol.com.
