Training Your Junior To Participate In Effective Meeting And Planning Sessions

Importance of meeting and planning sessions

Any organization, large or small, has a need to convene meetings from time to time. These meetings can be very general, for example to introduce a new team member, celebrate the company's success, or they may be specific, like a shareholders' meeting, a conference on marketing communication, or even a strategy for direct marketing consultancy.

Planning effective meetings is traditionally undertaken by the senior management of the organization. But, nowadays there is a need to train the new members of an organization to take part in such meetings and effective strategy planning sessions. A large company today often outsources its meeting requirements. Learn more about such a company that maximizes your effectiveness by arranging meeting and planning sessions.

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Taking the First Step

Firstly, it should be decided whether the junior members are to be introduced to the organization or not. In a large organization, a member who is recruited to lead a specific department should be introduced to his staff and other colleagues. For an organization having offices around the world, this is all the more important. Planning a meeting for this purpose may not be cost effective, since it requires that some members may have to travel long distances in order to participate. This means that an event needs to be organized for this purpose, such as a conference or a seminar. So arranging a meeting agenda including some other important topics that requires other members to participate can be blended into this introductory session. Alternatively, if a large number of new members need to be introduced then a general employee meeting can be conducted.

How to Train

Normally, training courses for participating in effective meeting and planning sessions are conducted by the HR department of a company. The department must first of all introduce a meeting code of conduct, which includes topics such as.

Listen first before you speak

This attitude is important, so that in the meeting everybody's voice can be heard. Each participant's' point should be clearly noted and given due importance. It also encourages attendees to remain patient and wait for their turn to speak.

Concentrate on the meeting agenda

Irrelevant points should not be raised during the meeting. This destroys the effectiveness of the meeting and planning session. Only topics relevant to the agenda should be discussed to remain focused. Junior members should be taught to redirect any irrelevant point, if raised, towards the main topic artfully and tactfully.

Concentrate on the time limits

Time is limited for everyone and more work always needs to be accomplished. Hence, every meeting should be completed within a specified time. This calls for careful planning of the effective meeting sessions. Each speaker should rehearse his or her contribution within the allocated time limit. This also minimizes the company's cost.

Do not use personal remarks/abusive languages

Personal remarks, abusive language and other emotional outbursts should be avoided. Junior members have to be trained on this and how to remain calm at such sessions. Professionalism is what a corporate demands. An effective meeting and planning facilitator can guide meetings which may experience a sudden emotional outburst. Learn more….

Maintain a formal approach and respect other's views

This is the technique which all meeting participants should adopt: using a clear communication strategy, choosing words carefully, and maintaining a diplomatic environment can channel positive thoughts. Planning effective meeting sessions requires the creation of a congenial atmosphere, by choosing the right meeting venue, providing refreshments, encouraging small group talk etc. During a conference meeting all of these important measures will highlight the company's brand image.

Do not interrupt

This is a bad attitude, which takes up unnecessary time and creates a debating environment.

Do not be late

It demonstrates that the members are casual in their approach.

Introduce yourself as a part of the organization, and represent your department.

Dress Code

Clothes that are too glamorous or too fashion-conscious may cause distraction and are not suitable for a meeting environment.

Body language should be positive

Using a positive attitude, gestures, and showing an approachable face creates a positive mood.

New members should be trained in planning effective meeting sessions. And most importantly, training should be given to prepare for the meeting and to understand what is expected from each of the participants at the end of the meeting.