Types of Business Meetings and Responsibilities PDF

**Types of Business Meetings and Solving problems in meetings** Before planning meetings, it is necessary to identify what type of meeting it is. There is actually a huge difference between a weekly status meeting and an emergency meeting that might require urgent action. **1. Status update meetin...

**Types of Business Meetings and Solving problems in meetings** Before planning meetings, it is necessary to identify what type of meeting it is. There is actually a huge difference between a weekly status meeting and an emergency meeting that might require urgent action. **1. Status update meetings** Also known as progress checks, these meetings are intended to bring all parties involved up-to-date with the pertinent information surrounding a project. You may discuss progress made, challenges you've encountered and next steps that will guide further action. You'll want to ensure that three major questions get answered during a status update: 1. What has been accomplished since our last meeting? 2. What remains to be done? 3. What should we focus on next? The intention with these sorts of meetings is to keep the project moving ahead and to ensure all parties are held accountable for their responsibilities. Under these circumstances, it's appropriate to pose straightforward questions to other team members, like "Is anything impeding your progress on this project?" or "What do you need from me/us to complete your responsibilities?" Status meetings can get boring fast, so practicality should be your main aim. Stay on-task, stick to the point and try to avoid major surprises that could derail the meeting agenda. **2. Decision-making meetings** You'll need to call a decision-making meeting in situations where the team needs to come together to agree on a course of action or present options to a leader who will make the final call. Examples include making a hiring decision or approving/disapproving a design. The main thrust of a decision meeting should be twofold: 1. Which option should you choose and why should you choose it above all others? 2. Who bears the responsibility of implementing your decision? You'll want to make sure you get all of the available information on the table for this meeting and ensure its accuracy. It's all too easy to focus on what's right in front of you and ignore the broader spectrum of possibilities. That's why, in addition to the chief decision-maker, this meeting should include the input of subject matter experts who can help illuminate potential blind spots. **3.Problem-solving meetings** Like your decision-making meetings, you should call a problem-solving meeting with a singular goal in mind. This time, you're figuring out what caused and how you will correct a specific issue. This could be an "incident response," where your team is convened to tackle an immediate problem, or it could be a strategy session, where you're looking ahead at potential issues and possible solutions. Be sure to answer these four questions: 1. What is (and what caused) the problem? 2. How can we address the problem immediately? 3. How can we prevent the problem from recurring? 4. What course of action will we take and why? It's important to focus both short-term and long-term during your problem-solving meeting, so figuring out root causes should be a key concern. Your short-term solutions should be quick and easy to implement, while your long-term solutions might take some time to get rolling. **4. Team-building meetings** Every meeting has team-building potential, but a dedicated team-building meeting will center around the team gaining a better understanding of one another and furthering cohesion among the group. Team-building meetings may include structured activities, they might be freeform, allowing the team to interact at their leisure, or they might be some combination of both. Regardless, dedicated team-building meetings should focus on creating a fun atmosphere to further the core goal of uniting your group. **5. Info-sharing meetings** Information is shared at all meetings, but info-sharing meetings are a chance to educate the team in-depth on pertinent topics. This could be in the form of a presentation, training, a debate or even a lecture, and group sizes can vary from 1:1 to the entire team. The priority here will be keeping attendees focused, which you can achieve that through several means: - Use visual aids (pictures, video, etc.) - Engage the audience with questions - Weave personal stories into the information - Implement polls and surveys to capture attention - Use multiple speakers or guest speakers **6. Innovation meetings** You might also call these **brainstorming meetings**. These will often occur between team members who have a close relationship and will usually possess a creative element. Examples include thinking up designs, brainstorming content for an ad campaign and generating ideas about potential new products.