Yow Kia

Honestly speaking, I HATE MEETING!! This is because most of the time, meeting is like a waste of time. Why do we need to have a meeting if we can solve the matter without meeting? Why do we need to have a meeting if we are not solving the matter during the meeting? To me, it’s a waste of time…

I don’t mean that we don’t have to hold a meeting. Yes, when it’s necessary. And yes, when it’s hold effectively. The word effective really plays an important role in the whole meeting. Whether the meeting is hold effectively, it’s the chair person’s responsibility.

I just came back from Batam for a meeting with my suppliers. The meeting was begun by a supervisor with an UNRELATED TOPIC! I remember clearly that I didn’t include it into our meeting agenda. I’m still a small fly in the company, so, I respected him and listened to his story. To just sit there silently and let the time flies unmeaningfully is definitely not my style. I tried very hard to get them focus back to our meeting agenda. Sometimes, after we had focused to a point, someone would just raise out some UNRELATED TOPIC again… We really need to understand the true essence of an effective meeting is STAYING FOCUS! It’s the chair person’s job to bring back everybody back to the track. But sometimes, even a chair person doesn’t understand what the correct track is.

Chair person, remember, you are the one who call up a meeting. You need to know the meeting flow clearly! Understand?! There are a few things that you have to really take note. So that you won’t waste your time and other’s time. Time is precious….

Pre-meeting
1) Understand the purpose of the meeting
=> Ask yourself these questions – i) Why do I need to hold a meeting? ii) What is the purpose of the meeting iii) Is that possible for me to get a solution/ action plan without holding a meeting?
2) Plan for the meeting
=>After you have identified the purposes, list them out in a meeting agenda. Distribute the meeting agenda at least two days before the meeting to the participants. This is to ensure that the participants have enough time to prepare information as per the meeting agenda.
3) Prepare for the meeting
=>Start preparing the information needed for the meeting. For example, if you need facts and figures to show your participants, print them out beforehand.

During meeting
1) Stay focus on the topic discussed
=>Try not to discuss too many matters at the same time. Solve the matters one by one. If someone has lead the discussion to a wrong direction, bring him back to the correct path.
2) Identify who is the action taker
=> Whenever there is a new action plan, do remember to identify who is the action taker or co-coordinator. Never ever leave an action plan without someone taking the action.
3) Fix a deadline
=> Set a deadline for the action plan. Keep track on the action plan from time to time.
4) Jot down notes
=> Even though secretary is the main person who records the minutes of meeting, you still have to jot down important notes that you have to take action promptly.

Post-meeting
1) Minutes of meeting
=> Get secretary to send out the minutes of meeting within 3 days after the meeting. This is to ensure that everybody is still very fresh in mind in what had been discussed during the meeting.
2) Follow up with the leader
=>Identify who is the leader of a particular action plan and keep track on the progress of the action plan.