instituto polictnico nacional

instituto polictnico nacional

Empezar

Activity 12. Stages of Work Meetings

Relevance and Effectiveness of Work Meetings

.The success and effectiveness of work meetings largely depend on proper planning, organization, and conclusion. Work meetings are essential in the corporate and organizational environment, as they enable decision-making, collaboration, and problem-solving. However, not all meetings are equally effective. The key to ensuring that a meeting is productive and achieves its objectives lies in how it is planned, organized, and concluded, as outlined below based on both the available information and English reference sources.

Importance of Planning

- Planning sets the foundation for a successful meeting. • It defines the meeting's objective and prepares the participants. -The agenda should be distributed in advance. - Preparation of the Participants - Problem Prevention

Participant Selection

Invite Those Directly Impacted - Include Relevant Contributors - Minimize the Number of Participants - Consider Those Responsible for Follow-up - Avoid Overloading the Meeting with Unnecessary Participants

Effective Agenda

- Include the Key Topics to Address - Define the Time Allocated for Each Topic - Include Time for Questions and Commen - Establish a Logical Order of Items - Include Time for Summaries and Conclusions - Request Participant Input on the Agenda -Distribute the Agenda in Advance -Assign Responsible Individuals for Each Topic

Meeting Organization

- Choose a Suitable and Accessible Location - Minimize Distractions - Clearly Define the Purpose of the Meeting - Prepare the Necessary Resources - Promote a Collaborative Environment -Ensure the Moderator or Facilitator is Prepared

The Role of the Facilitator

- Ensure Adherence to the Agenda - Encourage Active Participation - Manage Conflicts and Disagreements - Maintain Focus on the Objectives - Synthesize and Summarize Key Points - Effective Meeting Closure

Meeting Closure

- Summarize Agreements and Decisions - Establish Clear Actions and Responsibilities - Verify Participants’ Understanding and Commitment - Thank Participants for Their Contribution - Request Feedback on the Meeting. - Set the Next Meeting (if applicable).

CONCLution

The success and effectiveness of work meetings are closely tied to careful planning, proper organization, and a well-structured closure. Preparing in advance, selecting the right participants, and providing necessary information are key factors in ensuring productive meetings. According to various reference sources, proper planning reduces distractions and misunderstandings, facilitating clearer and more effective decision-making..

¡References IPN Resources Drucker, P. F. (2001). The Essential Drucker: The Best of Sixty Years of Peter Drucker's Essential Writings on Management. HarperBusiness O'Neill, J. W. (2012). The Perfect Meeting: How to Plan and Run Efficient and Productive Meetings. Wiley. Hargie, O. (2011). The Handbook of Communication Skills. Routledge.