REQUIREMENT AND EFFICACY OF MEETINGS

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 In any organization, normally there are several meetings organized for various objectives. It is another point whether it is a productive and creative use of the time for achievements. The senior and junior officers conduct and /or participate in these meetings. There are meetings organized in hotels, over working lunches and working dinners, where lunch and dinner are probably more important than working. In the meeting, the boss will prove that he is the boss. But arranging meetings has a positive side also. These keep us busy and engaged, since an empty mind is a devil’s workshop. In spite of having participated in many meetings and also conducted several meetings, I do not consider them to be so much useful. While the objective is understood to be communication and participative discussion for decision making, it is far from it. The meetings are sometimes not focused, not properly directed and very lengthy. I had participated in meetings conducted over 12 hours, of course with breaks in between. Many times the participants of such meetings feel miserable for loss of valuable time. It has been observed that some persons are inattentive (or may even sleep for a while), speak very little or do not make positive contribution to the meetings. This could be due to inadequate and unsatisfactory preparation or home work for the points required for the meeting. Many bosses have a meeting mania for various reasons like communication of the decisions already taken, shouting at and humiliating some person(s) in front of others and their ego satisfaction etc. Sometimes people do not reach in the meeting in time and the late comers do not express sorry even. If a subordinate is having connections with the higher ups, he may make life miserable for his boss even. Sometimes they may make fun of such meetings and find ways and means to avoid them. Time is money .Therefore   we should not be a party to waste of precious time of the employees of the organization. Short meetings are desirable.  The number of persons required to participate in the meetings should be kept to the minimum required number. The objectives and topics of the meeting should be clear and known to all the participants in advance like exchange or sharing of general information and avoiding gaps, expected points/decisions, willingness to listen to employee’s points, clarity of communication of a decision or evolving of a decision etc. If senior and junior level meetings are conducted separately, there is likely to be lesser loss of time. But at the same time the employees should prepare their points in advance and present them properly giving adequate reasons, so as to clinch the points. In the meeting, if it has been decided to take some actions, the persons who should initiate them should also be decided and minutes of the meeting issued thereafter early. After the meeting is over, its outcome should be evaluated whether the objectives for calling the meeting have been achieved. In any case, in all these matters, everyone should ultimately consider only the betterment of the organization, as the guiding factor.

                                                                                                                        —vijaiksharma

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About vijaiksharma

OVERALL BRIEF PROFILE: An engineer cum management professional from Jaipur, India. Has been active as freelance writer, reviewer, trainer, examiner and translator. Has interests in Management, Quality, Meditation and Yoga. Has jointly written 6 books, besides about 185 articles, book-reviews, case studies, interviews and translations etc. published in foreign in Indian publications & 24 radio talks broad cast on All India Radio. A book-reviewer, an abstract writer and one of the “Writers of the month” for Jan 2007 on www.shvoong.com. Has won President of India award in 1968, Fellowship award in 1992 and H K Firodia award in 1996, Colvin Medal in 1957, besides other appreciation letters. Has been abroad 6 times to USA, Europe, Bulgaria and Egypt. Also writes blogs with following links www.vijaiksharmaspeaks.blogspot.in, www.vijaiksharma.webs.com, www.sthavir.blogspot.in,

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