Motivating and Communicating:

Business Communication

Effective Meeting

How To Plan and Run

By: Vadim Kotelnikov

Founder, Ten3 Business e-Coach Inspiration and Innovation Unlimited!

 

Functions of the Meeting

  • Rapid decision making

    bringing together key people to discuss and resolve issues

  • Disseminating information

    to pass information on to the staff and encourage staff involvement and ownership

  • Fostering internal changes

    to overcome resistance to change such as new corporate direction, policies, or procedures

  • Responding to external changes

    to exchange information and pass the knowledge on to decision makers from different departments

  • Exchange of ideas and experience

    to develop new approaches to solving of longstanding problems

  • Developing teamwork

    to help to develop mutual respect and understanding amongst the participants by involving them in a cooperative process

Types of Meetings

  • Informative / Advisory

    • both to give and receive information

    • to coordinate activities

    • to record progress towards stated goals

  • Consultative

    • to resolve objections

    • to involve people in change or a new course of action

    • to get to know people, as a means of fostering greater understanding between colleagues

  • Problem Solving

    • to consider all possibilities and create ideas

    • to value the ideas and identify feasible options

    • to chose course of action and initiate that action

  • Decision-Taking

    • to generate commitment

    • to take decisions

    • to share responsibility

    • to initiate action

  • Negotiating

    • to create an agreement or contract

    • to find the best solution / a mutually agreeable compromise

A Model of a Team Leader

  • Daily stand-up meetings 2 minutes every morning so everyone knows where they are

  • Weekly retro meetings feedback on what we can improve every week and make sure it is acted upon... More

12 Tips for Global Business Travelers

  • Expect your meetings and negotiations to be longer than anticipated. Build more time into schedules... More

Cross-functional Team Meetings

Making Presentations

Effective Presentation Format

Venture Presentation

Effective Negotiation

Wise Negotiation DOs and DON'Ts

Negotiation Tips

Principled Negotiation

Separate the People from the Problem

Conduct During Negotiations

How To Sell Your Ideas To Decision Makers

Brainstorming

How To Run a Brainstorming Session

10 Brainstorming Rules

Motivating and Communicating

Effective Communication

How To Speak Effectively

Influencing People

Inspiring People

Effective Listening

Problem Solving

Creative Problem Solving (CPS)

Decision Making

Making Fast Decisions

Six Thinking Hats

Turning Staff Meetings Into a Creative Process

A typical staff meeting is the most blatant example of an uncreative process. At such a meeting, its leader unwittingly fails to ask for creative ideas, even at the most opportune points. A formal, professional atmosphere is combined with a meeting agenda to keep people "focused," or "on track." In such meetings, now freewheeling occurs. "Why meet in the first place if you don't take advantage of the group's unique creative potential? One person's question or comment can easily stimulate another's imagination if you ask for imaginative thinking. Thus no business meeting should reach it's end without the leader asking for creative ideas."1

25 Lessons from Jack Welch: Follow Up

When you call a meeting, see if its goals are achieved. Jack Welch had little use for managers who called a meeting, set the goals, but never followed up to see if the goals are achieved:  "Somebody runs the January  meeting and they leave and say, "Nice going," and they thank the person that ran it. "It was a great meeting." Then they have a March meeting. Somebody else runs it. And he brings in somebody else. Then they have a long-range planning session, and there's no relationship to the meeting they ran in January."

At your executive meeting, there should be a relentless consistency, a pounding, a drumming, over and over. Don't change your mind. Don't jump around. Don't give your meetings a new flavor of the month... More

 

How To Run a Brainstorming Session

Brainstorming is the best-known and widely used team-based creative problem solving and creative thinking technique . One major reason why brainstorming is useful is that it helps to free us from 'fixed ideas'.

The ideas you want to develop during brainstorming session should flow from the strategies you identify to achieve the objectives. The clearer your objective is, the better you will be able to devise strategies to achieve it... More

 Joke  Managing New Ideas

Company Director to Board Chairman: If any new ideas come up while I am out of the meeting for a brief phone call, my vote is 'No.'

 

 

 

 

References:

  1. "Creativity", Alexander Hiam

  2. Your People Skills, Vadim Kotelnikov

  3. 25 Lessons from Jack Welch, Vadim Kotelnikov

  4. Harnessing Cultural Intelligence (CQ), Vadim Kotelnikov