Planning effective meetings improves your leadership communication

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Do you get frustrated when your time is wasted in meetings? I do, too.

You can improve your meetings and your leadership communication by being a role model for effective meetings. Here are tips to help you become a meeting master.

First, make sure there is a need for the meeting. Is this meeting really necessary, or is it just a habit that we do every month? Could you accomplish the purpose without a meeting?

Next, if a meeting is necessary, determine the purpose of the meeting and make sure everyone knows what it is.

Here are typical meeting purposes:

Planning

    “We will use Planning and Decision-making to develop and agree on a work schedule for the new project.”

    Problem solving

      “We will use Problem-solving to recommend actions that will keep us focused on customer service while we move to new offices.”

      Decision-making

        “We will use Decision-making to finalize our work on the planned reorganization.”

        Dialogue (no decisions)

          “We will use Dialogue to discuss pending reorganizations of our three departments.”

          Reporting

            “Our purpose is to report on the planned reorganization.”

            Sometimes there are different purposes for different parts of the meeting.

            Your meeting agenda should state clearly the purpose of each agenda item. Don’t just list topics. Here’s an example:

            Meeting agenda

            Jack Pyle: The Face to Face Maximizer

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            Leadership communication: Do you share your values?

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            vision

            I wrote my business vision and values when I created my first business plan more than 20 years ago. Then I forgot about it. Though I didn’t think about it, I lived it.

            Looking at the vision and values recently, I realized the importance of sharing it with others.

            As a leader, do you know what your values are? Do you share them? Do you ask your team members what their values are? It would be a great discussion at team meetings occasionally.

            Share your experiences about your values in the comment section below. Let’s have some dialogue!                         Photo by Jack Pyle

             

            My vision

            I inspire people to create lives they love in their work, family and community.

             

            My values

            Dependability

                        I deliver what I promise.

            Excellence

                        I provide high quality service and products.

            Satisfaction

                        I exceed client expectations.

            Balance

                        Life is more than work.

            Honesty

                        I value it in me and others.

            Laughter

                        Work and learning is fun.

            Collaboration

                        I create long-term relationships.

            Independence

                        I earn enough for a comfortable lifestyle, allowing me the freedom to serve others.

            Jack Pyle: The Face to Face Maximizer

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            Mediation is a key leadership communication skill

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            Mediation is part of leadership communicationMediation is a powerful leadership communication tool to smooth the way through disagreements.

            Learning to successfully respond to conflict helps a leader learn that conflict can be very good for an organization. For instance, conflict can:

            • Help to measure unrest in a group of employees
            • Point out blind spots in programs, activities or policies
            • Measure the level of interest in topics or issues

            A leader who recognizes these problems and becomes a mediator to help others work through their issues becomes a valuable asset to the organization.

            It is important to understand some key ideas about conflict. A study of conflict by the Harvard Negotiating Project made some meaningful observations:

            • Conflict is a natural process, part of the nature of all relationships
            • Conflict can be managed through effective communications

            Most problems begin as specks on the horizon, and leaders should not ignore them.

            By taking action early, the small problem doesn’t become a big issue, or grow to a crisis. Take action using mediation to keep conflict from becoming an overwhelming problem.

            Mediation is very effective. Even kids can do it. A peer mediation program in an elementary school in Lansing, Michigan, decreased the number of school fights from five per week to five per year.

             

            Make mediation a part of your business plan. Click below to learn 7 tips on how to mediate and find sources for mediation training at community-based Conflict Resolution Centers.

            download-our-whitepaper

            Jack Pyle: The Face to Face Maximizer

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