Areas to Control I-Z

Control - Meetings

Characteristics of a Good Meeting
The following can be held to be the characteristics of any good meeting:

  • It is well organised.
  • The chairman has full control.
  • Everyone present will contribute to the matter at hand.
  • Everyone feels happy and comfortable being there.
  • Any conflicts or bad feeling are soon dealt with.
  • Actual decisions are made on the issues put on the table.
  • Those present are encouraged to openly put forward their views.
  • The meeting is short and to the point.
  • All matters on the agenda are dealt with.

The Biggest Problems at Meetings
The most frequently mentioned problems with meetings include:

  • Meeting starts late.
  • Meetings lack focus.
  • Meetings run on too long.
  • Meetings frequently stray off the subject at hand.
  • Meetings lack clear decisions.
  • Meetings invite the wrong people.
  • Meetings have presentations that are a waste of time.
  • Meetings don’t have a clear agenda.
  • Meetings lack a good chairperson to control what goes on.
  • Meetings are too formal and those present do not feel relaxed enough to contribute.
  • Meetings are boring and are not a fun place to be.

How to Manage Meetings
Here are some techniques to follow if you are managing meetings:

  1. Make sure you start on time.
  2. Make sure you set out clearly the purpose of the meeting and what you want to achieve.
  3. Make sure that proper minutes are kept of the meeting.
  4. Make sure that there is an agenda and that everyone gets a copy of it before the meeting starts.
  5. Make sure that everyone is focused and able to contribute.
  6. Make sure there is a proper time frame so everyone knows when the meeting starts and when it will end.
  7. Make sure no particular speaker goes on too long with his/her explanations.
  8. Make sure no one strays off the subject and that they keep to the matter at hand.
  9. Make sure that everyone in the meeting has a say at least once.