Improving and Putting Positive Future Meetings in Place

The manner in which a meeting is conducted has a considerable impact on its result (Sharma & Krishna, 2007). Meetings that are conducted in the best possible manner will always produce positive results, as opposed to those that are conducted without taking into account the important success criteria (Ajmani, 2012). This study examines and focuses on two meetings. It analyzes the meeting’s qualities and leadership, the actions made by the leader, and the meeting’s attitudes. The study compares the two sessions and makes recommendations for how to enhance future meetings. As a result, the study is crucial in revealing numerous relevant information on effective meetings.  A productive meeting has been identified at The Relan Phones Company. The organization is experiencing a public image problem after their customers started complaining that the smartphone batteries did not last for long charging. The company public relations officer and sales and marketing officer decided to conduct a meeting on how the Relan Smartphone image can be rebuilt to the customers in the smartphone market. The meeting involved officers from company production department and those employees working in the public relations and the sales and marketing offices. The three groups were supposed to discuss and come up with a better solution that can still make the customers interested in their products and services and feel served to their satisfaction.

Characteristics of the meeting

Organized

The meeting was organized because the public relations officer and the sales and marketing officer did not give room for off-topic discussions. Every person involved had been communicated to about the meeting in advance, and they came prepared because they had a plan. Therefore, the success of a meeting is experienced if the leaders are organized, and the people involved are communicated to in advance.

Engaging and enabled taking of notes

The meeting was engaging because every person involved was supposed to come up with an idea of what should be done. The attendee’s involvement was encouraged because their imagination was needed giving the meeting the attention it deserves which leads to success. Due to the participation, the attendees were enabled to take notes from the points provided by other members in the meeting.

Precise and short

The meeting was specific because it had been planned for some time before it was conducted. The two officers had designed for one agenda to be discussed by every person involved in the meeting. Therefore, it became easy to focus on one agenda because it had a clear purpose. It also took the shortest time possible because members had been notified, so they came prepared with their ideas hence saving time.

Characteristics of the people leading the meeting

Organized and time savers

The officers had a specific agenda for the meeting which does not give room for any deviation from the main topic. They prepared themselves for the meeting and informed other members before the day of the official meeting. The preparation encouraged those attending to have their ideas and also know what to expect in the meeting. By doing this, notes could be taken because every attendee knew everyone had their different idea. Therefore, due to the organization, time could not be wasted on unnecessary topics and discussions.

Team players

The officers from different departments organized the meeting together without having conflicting ideas. They did not come up with what is supposed to be done by themselves, but they saw the need of involving other officers from other departments and their juniors. Therefore, they know that a team can come up with better ideas than an individual because they could have decided what to be done between themselves and ask their juniors to carry out decisions they have come up with.

Steps that the leader took

The leaders of this meeting made sure that they had a clear objective of the meeting

The meeting had a specific and defined purpose. It is easier to stick to the schedule is there is a specific idea to be discussed. Therefore, this made it easy to achieve a new strategy they needed in maintaining their customers and attracting new other customers. Having a clear objective is essential and makes it possible for the meeting to achieve a good outcome (Collins, 2009).

The leaders considered whom to invite

The leaders took their time to ensure that those invited can give a positive contribution to the meeting. They were trying to solve a problem hence the officers of other departments, and their juniors were the good sources of the information needed to get the solution. Different units have their way in which they think customers can be satisfied. Therefore, the other officers had all the skills needed to solve the situation.

Attitudes

The attitude in the meeting was positive. It is evidenced by the active participation of all the officers present in the meeting towards the various ideas that were put on the table to discuss. Some members received critics in some way, but they still seemed positive about the correction that they received. The members seemed open-minded, and they meeting allowed all kind of views, opinions and any other information. The officers from different departments of the organization had different types of opinions on certain aspects of the case, yet they got an opportunity to express themselves.

The positive attitude was also proved by the persuasive talking of the members when they presented their minds. The meeting participants were observed to be strongly attached emotionally to what they said, a factor which shows that the attitude was positive. Besides, the meeting came up with new resolutions which show their boldness to embrace the new ideas. Making strong recommendations from the meeting shows the courage that the members have which in turn brings out that the attitude of the meeting was positive.

Characteristics of the Meeting Led

Agenda Driven

An agenda of what the meeting was about was given. Therefore, the attendees had a clear mind of what was supposed to be discussed during the meeting. The attendees even though they got to learn about the sitting late, they could not deviate away from the topic because there was a specific thing to be tackled during the meeting. They knew what the meeting expected them to do. The agenda played a critical role in providing the guide on the activities that were to be conducted in the convention.

Engaging

The attendees were engaged in the meeting. Since the meeting was about deciding on which are the best methods to appreciate those people who excel well in class, the senior class was invited to come up with suggestions. They provided their views and gave different ideas of how they should be appreciated. All the attendees tried to engage themselves in the meeting. Therefore, the activities that were conducted during the meeting shows the engagement level in the sitting.

Unorganized and time wasting

The attendees were not prepared in advance to attend the meeting. The agenda was also given during the meeting. Therefore, this did give a chance to the attendees to come up with suggestions in advance to the meeting. Due to the agenda not being clear before attending the sitting, a lot of time was wasted explaining what is needed to be discussed and also people trying to come up with their suggestions. The unorganized and time-wasting significantly affected the outcome of the meeting negatively.

Steps taken

I had a clear objective of the meeting, rules were to be observed, and I selected participants. A clear agenda was set on what was to be achieved after the meeting. The overall outcome of the meeting was to determine how those excelling students should be appreciated, whether it is by gifts, other incentives or tours. Those people who were making unnecessary suggestions were thrown out of the meeting (Hasson, 2012).

The selection of the participant was systematic. The participants selected for the meeting were the senior class because they are considered to know more about what can motivate other students. The approach played a critical role in ensuring that the sitting consists of only the relevant people. When the meeting consists of the irrelevant people who are not suitable to be there, the outcome is significantly affected.

Attitudes

The meeting had a negative attitude. The member’s participation evidences the negativity was not encouraging. People were slow in presenting their minds to others. They seem less concerned about what others said, and even in some cases, some got emotional when they realized that they others presented ideas which they did not like. Also, the evidence of negativity in the meeting is seen from the outcome of the meeting whereby the members to not come up with good outcomes. Their failure to come with the vital working and conclusive strategies shows that the meeting had a negative attitude. The meeting participants were not open-minded and this significantly hampered with the smooth running and the productivity of the meeting.

Approaches used

The approach used was a group centred approach where participants are allowed to interact freely. This ensures that all participants are allowed to participate in the meeting. In this kind of approach, attendees get different views from different people and the decision achieved is better because of different opinions. Different emotions are also observed. Even though this approach consumes a lot of time, various thoughts are exhibited leading to the best decision.

Developing an agenda

An agenda was there to help out with the overall outcome. The schedule direct the activities that occur in the meeting. Therefore, the topics that emerge during the meeting are guided by the agenda and other issues are not allowed. The participants are given an opportunity to give out their views when a schedule is given to them. Therefore, developing an agenda helps the facilitation of the meeting.

Comparison of the Two Meetings

In both meetings, there is the engagement of the attendees. The attendees are involved in the meetings because they are allowed to give their views, and the meetings are all about discussions. In both sessions, an agenda for the meeting is provided. Therefore it means that a schedule should always be apparent to the people attending the meeting. In both cases, the participant is chosen because of the various reasons of the leaders. The leaders had a role in deciding the members who are suitable to attend the meeting. In both of the meetings, developing agendas are not taken care of.

Contrast

The first meeting is more organized than the second sitting because the attendees are prepared in advance, and hence they come to the meeting made. Unlike in the second session, the agenda is given at the meeting giving attendees no opportunity to prepare themselves for the discussion. Time is used wisely in the first meeting while a lot of time is consumed in the second meeting explaining to the attendees what the meeting’s agenda is. In the first meeting because of preparedness, it allows people to take notes.

In the first meeting, the leaders chose the attendees wisely. All the attendees chosen can give information that can lead to solving of the problem. The officers of different departments and the leaders’ junior staff can give the best ideas. Unlike in the second meeting, the attendees are just picked. The leader could have also involved the junior class and even the teachers rather than only the senior class. Failure to choose the participants wisely has an impact on the outcome of the meeting (Sharma & Krishna, 2007).

How to improve and implement positive changes in future meetings

Setting the agenda in advance

Setting an agenda gives the sitting and participants’ direction. Attendees should have a heads up on what is to be covered so that they come prepared. If the leader wants people to participate in the discussion fully and get the best results, then they should avail an agenda to the people in advance. It will also make attendees come in early for the meeting. The participants might even attend the meeting when already knowing what action is needed and for this reason, time will be used wisely. Therefore, the agenda is one of the critical aspects that provides a guideline for a successful meeting (Bovee et al., 2010).

Ensuring the right people are the ones attending the meeting

It is important to select people who are supposed to attend the meeting and not just involve anyone and everyone. The right people in the right meeting with right intentions give a greater impact on the meeting. What is supposed to be accomplished in the meeting gives direction to the leader of the participants that should be involved (Kroehnert, 2010). For example, if the meeting is about purchasing new equipment for an institution, then it will be a waste of time to involve everybody. Only people concerned with the equipment should be involved. Choosing the most suitable people to attend the meeting significantly helps to realize the best outcome from the exercise.

Time management

Meetings should be carried out in the right length. If an agenda is clear, then the leader can easily estimate the duration a meeting should take, whether it should be long or short. In most meetings, time runs out before the end of the session. The opening and closing of meetings should be strictly followed so that no one ends up being bored during the meeting.

Conclusion

Therefore, it is important for a leader to carry out a plan so that they can ensure productive meetings. Leaders should ensure that the agenda setting is specific and at the end they allow new topics to be suggested. Meetings give a chance for people to exchange and share information, get feedback, plan, work together and make important decisions for their companies, organizations and institutions. For this reason, meetings should be treated with the seriousness they deserve to yield good results and be successful.

References

Ajmani, J. (2012). Good English: Getting it Right. New Delhi: Rupa Publications.

Bovee, C., John, V. Thill & Barbara, E. (2010). Business Communication Today (10th Edition). New Jersey: Prentice Hall.

Collins, P. (2009). Speak with Power and Confidence. New York: Sterling.

Hasson, G. (2012). Brilliant Communication Skills. Great Britain: Pearson Education.

Kroehnert, G. (2010). Basic Presentation Skills. Sidney: McGraw Hill.

Sharma, R. & Krishna, M. (2007). Business Correspondence and Report Writing (10th Edition). New Delhi: Tata McGraw-Hill Publishing Company Limited.