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Success of a meeting
At the Meeting
- Set the ground rules. These agreements for participant behavior will make meetings more efficient and effective. They should be discussed by the group and revisited periodically. Some ground rules are:
- Everyone has equal rights and can participate.
- The will of the majority is carried out.
-The minority will be heard.
- Only one topic will be considered at a time
- Decision-making will be done fairly and impartially.
- Use a warm-up activity. As people come together, they should move their thinking from being individuals to being part of a group. Use of an ice-breaker activity can help build the team
- Make introductions. Welcome participants and ensure everyone knows everyone else, especially any newcomers.
- Summarize the purpose of the meeting and the timelines for discussions. It can be useful to write the agenda and points about the issues on a blackboard or large piece of posted paper. This helps participants keep track of the discussion.
- Use a speakers list. Make sure everyone who wants to speak is given the opportunity before anyone receives a second opportunity.
- Encourage input from all participants. Sometimes a few participants dominate the discussion because they are more comfortable speaking in a group or are more passionate about' the topic, The chairperson must ensure there is input from everyone and should try to draw quiet people into the discussion.
- Keep the discussion focused on the topic. Avoid topic drift, when participants add comments that are irrelevant to the agenda. The comments are usually interesting, but if they are pursued, the conversation drifts further from the objective.
-Use a “Parking Lot.” When unrelated issues are raised, keep track of them on the flip chart or blackboard, visible to everyone. Participants will realize that these ideas and concerns will not be lost and can be considered at the appropriate time or put on the agenda for the next meeting.
- Explain acronyms. Ensure short forms or initials are explained so that everyone is aware of what is being discussed.
-Be aware of non-verbal behavior. Body language can provide important clues as to the need for further discussion and/or the involvement and satisfaction of members. Respond to it accordingly.
marto answered the question on February 5, 2019 at 08:33
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