How to hold a meeting in the team
team meeting can be an effective way to analyze a variety of work situations, including conflict. It publicly discuss contentious issues and decisions are binding for each employee. collective shareholders meeting should be preceded by extensive preparatory work.
Instruction how to hold a meeting in the team
Formulate a main theme of the meeting. As a rule, the team held a meeting on one topical issue. It may be, for example, analysis of the organization for the year or the transition to a shortened work hours.
Think about the agenda of the day. Its points will be specific issues that should be discussed. There should be at least two and no more than five. Place the questions in descending order of importance. If the theme of the meeting is quite extensive, the last item on the agenda put "Miscellaneous". Here you will be able to deviate from the main theme and discuss the small concerns of staff at the moment.
Prepare speakers. For each item, the competent officer shall act meeting agenda, a review of which is considered in the collective authority. To warn him of the impending report for 1-2 weeks, so that man could easily consider your message. For 2-3 days of talks with each speaker before the meeting, make sure that the text of his speech ready and consistent with the stated topic.
Prepare the room for the meeting. Well, if your organization has an assembly hall or another room equipped for meetings. Otherwise, use the most capacious room. On the day of the meeting there will be a need to install a sufficient number of chairs set up and configure the projector, a computer and a microphone, if they are to be used. You can also pre-decomposed for each participant a special folder with the documents of the meeting, which will be discussed.
Inform all employees about the date, time and place of the meeting. Use one of the traditional ways: place the information on the bulletin board, send this letter via e-mail, call the heads of structural divisions, talk personally with each employee. Your choice will depend on the traditions of the company and number of employees.
Before you start to register attending the meeting. This list you later attach to the protocol. Start the meeting without fail at the time, which is outlined and which was announced to employees. Do not wait for latecomers, show the importance and the seriousness of the event.
Declare the main theme of the meeting and the matters to be considered by it. Ask the staff to choose the chairman and secretary of the meeting. As a rule, the President is elected head of the organization or his deputy, and the secretary - receptionist or office manager. The Chair will conduct a meeting, to keep order and follow the rules. The duties of the Secretary include conducting a detailed record, recording the speeches, questions to him, discussions and proposals.
Stick to set time limits on statements, or your collection at risk of delayed until midnight and did not take any decisions. Typically, the keynote speakers have at their disposal about 15-20 minutes, but no more than 30. The co-rapporteurs, acting on minor issues, should meet in 10-15 minutes. Performance of the participant from the audience restrictions as 2-3 minutes. Answer to the question can be no more than 5 minutes. In case of exceeding the time strongly remind about the rules.
After the meeting agenda is exhausted, and all the speakers, briefly move the results of the meeting. If important decisions were taken, their design must be read aloud to those present.
Within two days after the meeting, you should prepare the final version of the protocol and decisions. The protocol must be agreed and signed at the meeting chairman. their execution and timing of decisions communicated to all employees who have to implement them.