First of all, we need to understand the meaning of “meeting” or what we commonly call meeting in English. A meeting is a form of communication media that is face to face directly and is usually carried out by an organization or company to discuss an issue that is expected to obtain consensus or agreement from the meeting. Meanwhile, a work meeting is a meeting attended by staff or employees who discuss matters relating to the carrying out of an agency, organization or company task.
In today’s digital era, organization or company work meetings are no longer held face-to-face (in person), but work meetings can also be held online. Now let’s get rid of the matter of work meetings online or in person. In this article, we will discuss some basic rules that are very important to apply in work meetings. Of course, controlling a large work meeting and consisting of so many people will be far more difficult than a work meeting that is only attended by a handful of people.
Now, if your fellow readers want to have a large work meeting that runs effectively , then we advise your fellow readers to apply some of the basic rules that we describe in this article. In fact, there are so many work teams that have ground rules in meetings that are very well organized and neat, but they don’t apply them regularly.
The basic rules in work meetings have different characteristics, some are procedural such as, “starting and ending work meetings on time” or “not receiving calls when work meetings take place”. The basic rules in work meetings are indeed important and useful, but that does not mean these rules can make work meeting participants productive. The proof, participants of work meetings could have arrived on time, but they still use their cell phones with chattingan with coworkers. Although, they did not receive phone calls during work meetings.
In addition, the basic rules in work meetings can also be abstract. For example, “Treat everyone with respect”. This rule is good, but the rule maker cannot describe the specific behavior meant by “respect”. When an employee never gives any opinion regarding questions raised by his boss, the employee considers that it is a form of “respect” to the leader. However, it could be that other parties will interpret respect in a different way.
So that we can have effective work meetings, we must conduct research from the best working meeting practices that are effective in our workplaces. For example, the research we have done has provided three main results that all teams in work meetings must be able to meet strong performance, positive work relationships and individual well-being.
Let’s take one example of the three main results above, namely “positive employment relations”. When there is a team member who expresses an opinion or provides an idea that is not relevant to the topic raised, we can express it in a good way. Fellow readers can say this to him, “Sorry Jo, I don’t see that what you have to say about the new vendor is relevant to our latest product launch. Can you help me understand the relationship between new vendors and the latest product launches? Or, if the two are indeed unrelated, can we discuss it another time? “.
This response is the best response we can convey to someone who has contributed to his idea, but is not relevant to the topic at hand. We do not immediately judge him that he has left the topic we discussed. Believe me, judging quickly like that will only damage a positive work relationship. We know that Jo is a person who thinks more systematically, more than any other team member. However, this does not mean that the opinion expressed by Jo is totally wrong, it’s just that the context and time are not right.
According to the Harvard Business Review website, there are 8 basic rules that need to be applied in large work meetings, which are as follows:
1. Explain clear reasons and intentions.
The first basic rule that needs to be had is that we need to state the reasons and intentions clearly in the work meeting. With clear reasons and intentions, all work meeting participants will understand how they should ask questions or express opinions. In addition, they also understand very well how the conclusions of work meetings should be formed. This rule will meet strong performance.
2. Convey All Relevant Information.
The second basic rule is to convey all information relevant to the topic of the work meeting that we discussed. For example, if the topic of the work meeting discussed is “Looking for new strategies to increase the number of product sales in the next year”, then some information that needs to be conveyed is the number of product sales in the previous two-three years. So that all team members can develop this set of information to solve problems and make decisions. This second rule will also meet strong performance.
3. Express Honest Views, Opinions and Questions from the Heart.
Encourage all members of the work meeting to be brave in expressing honest views, opinions and questions from their hearts and minds. No need to feel afraid or worried for all the thoughts they give. This rule will build positive work relationships between employees.
4. Use Specific Examples and Important Words that have been mutually agreed upon.
The fourth rule of work meeting is to use words or terms that have been agreed upon and can be applied in work meetings. For example, using the term “jellyfish” to identify that the topic of discussion being discussed by one of the meeting members has dropped out of the core topic. This term is not to backbite the employee, but we can wrap it more interestingly. For example, “I think the discussion of new vendors at our product launch is a bit of a jellyfish, because we don’t focus in that direction”.
5. Focus on Solution Problems.
Instead of creating work meetings that cause debate among members of the work meeting, it is better for all meeting members to focus on the problem or topic of the work meeting discussed at the work meeting. For example, an example of a company work meeting material should explain what topic or problem you want to discuss, so that all members of the meeting can focus on it.
6. Discuss Problems That Cannot Be Discussed.
The sixth rule is that the work meeting indirectly resolves an important problem, but it is not discussed in the work meeting because if the problem is discussed it will only hamper the results of the work meeting.
7. Need for Testing on Assumptions and Conclusions.
An effective work meeting not only accepts all opinions, ideas or assumptions given by all meeting participants. However, all of these inputs must be tested “do the assumptions they provide correspond to valid information (not just opinions that are not based on facts)?” If the assumptions or opinions given are indeed valid, then we have the right to consider these assumptions in work meetings.
8. Together with all Work Meeting Participants Trying to Design the Next Step.
The final rule of the work meeting is to ensure that all members of the meeting will commit to going forward with the team by designing the next steps. For example, think together about what actions should be taken to implement the results of meeting decisions. However, even though our work meeting already has a set of solid ground rules, none of this will work effectively if we don’t want to implement it well.
How do you make these Ground Rules work effectively?
The following are ways that we can apply so that the implementation of the 8 basic rules above can run well and effectively.
– Explicitly agree to all basic rules that apply.
A series of basic rules above will only be in vain, if we do not want to admit it or do not want to apply it in a work meeting.
– Develop a team mindset that complies with basic rules.
Invite all members of work meetings to have a mindset that is in accordance with the basic rules of work meetings that have been in force. For example, it doesn’t directly judge an employee who talks about something outside the topic of discussion. What they are talking about can be very important, even if it does not fit into the existing time context.
– Agree that everyone is responsible for applying all the basic rules that exist.
For this basic rule to succeed, all members of the meeting must agree that applying all the ground rules is a shared responsibility, not the responsibility of just one person.
– Discuss how we can use the basic rules and how to improve.
Try to spend five minutes each work meeting will end by discussing what things we need to improve in the next work meeting. That way, we will involve all members of the team well.