Meeting refers to a gathering of people to exchange information, solve problems, or make decisions. In businesses, organizations, and in private settings, meetings are an important part of communication and collaboration. In this glossary entry, you will learn everything you need to know about meetings, from preparation and execution to follow-up and the different types of meetings.
The meeting is a central part of the workday in many companies and organizations. It serves as a way to exchange information, discuss problems, and make decisions. Meetings can take place in various formats, from informal conversations to formal sessions with a set agenda.
Objectives of a Meeting
The main objectives of a meeting are:
- Information exchange: Participants share their knowledge, experiences, and opinions on a specific topic.
- Problem and conflict resolution: Meetings can be used to discuss problems, clarify disagreements, and develop solutions.
- Decision making: Meetings allow for joint decision-making and the establishment of responsibilities.
- Team building and collaboration: Meetings promote cohesion and working relationships among participants.
Preparing for a Meeting
Preparing for a meeting is crucial for its success. Here are some tips:
- Define objectives: Clarify what you want to achieve with the meeting.
- Invite participants: Invite all relevant people and inform them about the date, time, place, and purpose of the meeting.
- Create an agenda: Develop a clearly structured agenda with the points to be discussed and distribute it to the participants in advance.
- Organize facilities: Ensure that a suitable room is available that offers enough space and the necessary technical equipment.
- Provide materials: Have presentation materials, writing utensils, and possibly drinks and snacks ready.
Conducting a Meeting
When conducting a meeting, the following aspects should be considered:
- Punctual start and end: Ensure that the meeting starts and ends on time to respect the participants' time.
- Structured discussion: Conduct discussions according to the agenda and avoid digressions.
- Promote participation: Encourage all participants to actively engage in the discussion and to contribute their opinions and ideas.
- Make clear decisions: Summarize the results of the discussions and make clear decisions that are understood and accepted by all participants.
- Keep records: Document the key results, decisions, and agreements made during the meeting.
Follow-up after a Meeting
After a meeting, it is important to secure the results and make them available to the participants. This includes:
- Finalize and distribute the minutes: Review the minutes and provide them to the participants promptly.
- Clearly communicate tasks and responsibilities: Ensure that all participants know what tasks have been assigned to them and what responsibilities they have.
- Follow-up on tasks: Regularly check the progress of the agreed-upon tasks and support the responsible parties if needed.
- Seek feedback: Ask participants for feedback on the meeting to improve future gatherings.
Types of Meetings
There are various types of meetings that can be used depending on the goal and context:
- Informal meetings: These are unplanned or spontaneous gatherings where current topics or problems are discussed.
- Team or department meetings: These regular meetings are for information exchange and coordination within a team or department.
- Project meetings: These meetings address the progress and planning of projects, and discuss issues and challenges.
- Decision-making meetings: Important decisions affecting the company or organization are made in these meetings.
- Workshops and training sessions: The focus here is on imparting knowledge and skills, often in interactive formats.
The meeting is a central tool for communication and collaboration in companies and organizations. A well-prepared, conducted, and followed-up meeting helps to effectively exchange information, solve problems, and make decisions. It is important to choose the right type of meeting for the situation and to actively involve all participants.