“That Meeting was Magnificent” (PART 2)
By: Janet Adetu Date: 6 years agoComment: 0 Category: Articles
Strategies for New Technique Meetings
This is the 21st Century everything is evolving so fast we are still trying to keep up. Equally new technology is having a great impact on the way businesses are being conducted. I tend to wonder though that the true essence of communication in business is slowly slipping away. A business relationship involves the cultivation of trust, credibility, integrity, respect and charisma. The best way to achieve this and to show you have presence is in the physical appearance, display of behaviour and show of proactive attitude. There are meetings and there are meetings, in the past one meeting a week was sufficient, today in order to multitask you may have at least three big ones and a dozen small ones all in the same week. How do you manage the impact, outcome and the contributions in such meetings?
Breakfast Meeting
Many organizations and institutions are incorporating breakfast meetings today, in many ways they have the tendency to save time and money. Energy levels are higher in the mornings, so you may grasp the attention of people and get best input before they engage in their normal day to day workplace issues. However as a professional you need to remember that it is not about the food, so do not go with the intention of enjoying the spread of food on offer, you will become weak, worn out and inefficient for the rest of the day. Go to the meeting with the intention of interacting, engaging in discussions and decision making participation.
Lunch Hour Meetings
A lot of interviews and meetings with high networth clients are taking place during the lunch hour, some very busy executives squeeze lunch hour meetings in between their very busy schedules just to accomplish the days activities. Again the intention is not to over eat so that you are completely worn out for the rest of the day. A careful warning here too, some lunch meetings may have the tendency to stretch into the latter half of the day if care is not taken wasting precious time. It should be short and sweet with motives and agenda strictly followed. Lunch hour meetings are also seen as a good test of your life skills, social skills and selling skills. Remain professional in your discussion, demeanour, behaviour and attitude.
Board Meetings
A board meeting being a meeting with department heads or board of directors is of course top level, confidential and formal. The way you present yourself here is being constantly assessed as your true professional presence is on the watch, your intellectual intelligence and professionalism should be at its best. This type of meeting requires a well detailed agenda, minutes of the previous meetings as well as courtesy in the order of communication. Power play is enforced in these meetings due to ranking and status, but structure must be adhered to. A successful board meeting depends on the head of that meeting, level of discipline and charisma to attract respect. Under no circumstance should there be two or three heads in a board meeting. Voices should be heard, opinions noted and decisions all duly approved.
Evening Meetings
Evening meetings are not so productive usually inform of cocktails events or formal dinners. Where a formal meeting is scheduled after hours it is important to keep to time. Some executives or clients are so busy that this may be the only window of opportunity available. Where the gathering is a cocktail or dinner then it is more social than business like. These are forums for getting to know others, catching up on current events, but hardly for formal decision making. In fact at a point while on the dinner table the ambience suggests that confidential discussions should be avoided; you may use the moment to set the tone for a formal meeting in the later future.
Virtual Meetings
Time is always of essence in the business world, any opportunity to save time is welcoming. A teleconference allows you to have your meeting anywhere without you having to travel to a specific destination. It is strictly audio so you will need to rely on your own intelligence to decipher the emotions behind the words. Teleconferencing can be quick if given strict timing, specific direction and disciplined conduct. However it may be unduly extended if clarity and audibility pose a challenge. Video conferencing or the popular Skype meeting is easier because visual is involved. There is better place for expression of facts and ideas. Arguments are far less if not absent during such meetings, as it allows for cordial meetings to take place across the world at different time zones. Be wary of virtual meetings as words are recorded and confidentiality is always key. Your body language may say more than your words. Security sign- in is important to avoid imposters for all types of virtual meetings.
Finally you may decide to have a meeting through a chat platform. This is not necessarily faster because you are distracted by having to type constantly. There is a tendency to indulge in unacceptable short hand during business discussions. This is not a formal meeting platform so ideally should be discouraged unless for informal communications. Remember what you type and send cannot be retrieved once read on the other side. Be professional in all your communications your image is at stake.
What meeting is best for the discussions you want to have?