Top Ten Tips for Supervisors in Meetings

Top Ten Tips for Supervisors in Meetings

1: Notice the meeting in advance. Meetings must be notified in advance, which can be by phone, text, text message, email, etc. The meeting notice must specify the time, location, personnel, moderator, topics, agenda, precautions and other requirements.

2: Determine the meeting topics. Meetings are for solving problems, so the topic of the meeting must be clear. No one knows what the meeting is about. If you start thinking about it when you get to the conference room, such a meeting will be absolutely ineffective.

3: Clarify the meeting agenda. The agenda is the flow of the meeting. It must be made clear who will report, who will speak, and who will summarize. With clear responsibilities and clear procedures, everyone is no longer a "listener" but a "parliament", and the efficiency of the meeting will be greatly improved.

4: Prepare meeting materials. Before the meeting, background information related to the meeting topics must be prepared and distributed to relevant participants. Usually issued together with the meeting notice. In this way, the meeting can be targeted and effective.

5: Confirm readiness. In order to ensure the efficiency of the meeting, meeting organizers must confirm the conference room equipment and participants in advance to ensure that personnel attend on time and the equipment is operating normally. If there is any abnormality, report it to the leader in time.

6: State the meeting discipline. When I was in a state-owned enterprise, the vice president of production once chaired a meeting and a workshop director was late. The vice president immediately asked him to go out and make him stand for ten minutes. Meeting discipline is very important and is the most basic requirement for efficient meetings.

7: Master the rhythm of the meeting. Why didn’t the meeting go well? The main reason is that the host failed to control the rhythm of the meeting and caused the meeting to deviate from the topic. Articles should be written on aspects such as clarifying the length of the meeting, limiting the speaking time, reminding people to focus on the topic, and resolving conflicts of opinions.

8: Form a meeting resolution. The "cancer" of meetings is discussions without resolution. This is something the meeting host needs to pay special attention to. The final decision should be made based on the results of the discussion. Clarify responsibilities, time and methods for problem resolution.

9: Organize meeting minutes. Minutes of the meeting must be formed and distributed to relevant participants no later than the day after the meeting after review by the leadership. Meeting minutes are the basis for tracking and checking matters resolved at the meeting.

10: Tracking of resolution matters. To ensure that matters decided at the meeting are implemented, leaders should designate a dedicated person (such as a secretary) to track, inspect and verify. Periodic meetings (such as weekly meetings) should report tracking results.