Making your meetings count.

Abstract

In the article, the author outlines and discusses techniques that he has found useful in planning productive meetings. To be successful, a meeting has to be planned around a specific objective. A goal should be set before the meeting, a related plan should be formulated, and feedback should be provided to ensure the achievement of this goal. Tombari classifies meetings as educational, informational, or decisional, and applies his broad principles to these specific settings. In meetings called to educate participants, it is recommended that the leader: (1) prepare brief remarks about a well defined topic supplemented by audio or visual aids; (2) open the meeting up for discussion; and (3) comment on the learning experience following general discussion. In an informal "action" meeting, the leader is acting as a monitor or disseminator and must be well versed on the topic. The author recommends that general participation be limited. When the purpose of the meeting is to reach a decision, the leader's tasks are to: (1) articulate the problem facing the group; (2) demonstrate the urgency; (3) clarify the need for a group decision; (4) seek as many suggestions as possible; (5) help formulate alternative solutions; and (6) try to bring about a consensus. Despite the differences in the types of meetings and the approaches required, it is concluded that a successful meeting is dependent on careful planning and management.