Meetings cost time and money, both of which are valuable. Hold meetings only when necessary, and ensure that they are concise and constructive.
MEETING INFORMALLY
Informal meetings take several different forms and can be a useful forum for discussion. Whether they happen by chance or are organized in a casual manner, such as by word of mouth, make the most of these opportunities for resolving matters simply.
Setting the Scene
Informal meetings, despite their casual nature, still benefit from well-chosen surroundings. A fruitful discussion is unlikely if participants feel uncomfortable, or if they are attempting to discuss confidential issues in an open-plan office. Select the right surroundings to encourage the outcome you are seeking.
Impromptu Meeting
Meetings called at every short notice, and those that happen in passing or on the spur of the moment, are termed “impromptu”. They are ideal for discussing issues frankly and reaching decisions quickly without being impeded by the presence of large numbers of people. Use them to best effect in order to resolve minor problems simply by calling together a maximum of three or four people. Alternatively, use them to make urgent announcements.
Between colleagues, impromptu meetings tend to be characterized by casual verbal style and relaxed body language. Set an informal atmosphere, and this will help you to interpret the reactions of other people in the meeting. Look out for facial expressions: because participants may be off their guard, their expressions are likely to be genuine.
Small Informal Meetings
Useful for discussing, problem-solving, and giving feedback, small informal meetings are planned – therefore they allow for preparation time, in contrast to impromptu meetings. Even when running a small informal meeting consisting of just two or three people, keep the purpose of the meeting and a time limit in mind. Control the meeting properly, and you can keep the subject matter moving along while at the same time allowing for open conversation between participants. Encourage this by maintaining eye contact – the most expressive form of body communication – with them.
Brainstorming Sessions
Use informal brainstorming sessions to generate new ideas or elicit quick ideas for solutions to problems. For the best results, explain the purpose and time limit of the meeting in advance so that participants can prepare. Brainstorming is most effective with a small group of people who have a range of approaches and expertise, so ask everyone to contribute in turn. Avoid criticizing or judging the ideas during the meeting, since this inhibits suggestions: judge their feasibility afterwards.
Key Points
- Remember that the presence of senior managers may inhibit discussions.
- Hold meetings away from your work space so that you can leave early.
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