15 Golden Rules to get Benefits of a Meeting Followed by CEOs
Ms. Divya Nagpal 29th March 2020 61Category: Learning & Development.(0)

For the fourth time, in the last one month, Sita, the CEO of organic home-made soaps, saw another request from her, production head complaining, that delay in procurement by the purchase department was delaying the production of organic home-made soaps.

Sita, for sure knew the pressures of cost reduction, the purchase department was facing. As a CEO, she had the accountability of increasing the top and bottom line in these slow-down time.

Sita realized it was now time for the meeting

Sita was entering the conference room. She saw Pramod, the purchase Head, seated on the right side of the table with her chair next CEO’s chair.

Rita, the production manager sat, with her team on the left of the room. Though she was about to start the meeting, she felt something was not right and the meeting may not be effective. For the fourth time, in the last one month, Sita, the CEO of organic home-made soaps, saw another request from her, production head complaining, that delay in procurement by the purchase department was delaying the production of organic home-made soaps.

Sita, for sure knew the pressures of cost reduction, the purchase department was facing. As a CEO, she had the accountability of increasing the top and bottom line in these slow-down time.

Sita realized it was now time for the meeting

Sita was entering the conference room. She saw Pramod, the purchase Head, seated on the right side of the table with her chair next CEO’s chair.

Rita, the production manager sat, with her team on the left of the room. Though she was about to start the meeting, she felt something was not right and the meeting may not be effective.

How could Sita, being the CEO, have ensured

(a) The meeting was forwarding and effective

(b) Right behavior was exhibited by leaders and the team

Key Considerations by a CEO

Prepare for the meeting

Prime the meeting

Involve the participants before the meeting

(1) All participants should know the intention of the meeting. In this case, the intention is to streamline the process, such that unique soaps are delivered at the boutique parlors before time, With low manufacturing cost. Being intentional means, having a stand for the company. It is different from having a meeting agenda, which means taking a position in the matter.

(2) Get your EA to share the  “Key Points” of the meeting to both the functions, to increase their involvement, and for them to add any inputs. Remember, we are not using the word “agenda” here.

(3) Asking your EA to meet with the function heads for their inputs, is far better idea than just sending emails. This prepares you with a deeper understanding of the situation. The discussions are far more forwarding. It also gives a feeling of comfort and of having been “Listened to”, to the functional HODs.

(4) Preparation with facts and data, helps you prepare well for the discussion.

(5) Language your communication in a manner, that employees are left with a feeling of collaboration, action orientation and recognized while reading your communication.

During The Meeting

1)   Prime the sitting space – The seating arrangement have visual & spatial impact on the participation of the leader. Ensuring that the of seating both function heads are equally close to CEO,  gives a feeling of “objectivity” and “unbiased” in the meeting. It opens the mind of the participants.

2)   Reaching the meeting 5 minutes before the meeting time and having an informal conversation over a cup of tea, warms conversation and settles uneasiness, if any, in the meeting.

3)   Focusing in events, situations, supported by data gives more actionable than focusing on people.

4)   Focusing on “How to” and not “why” (past), enables open participation.

5)   Acknowledging the department difficulties brings down the walls rising amongst the departments

6)   Thanking the participants and idea shared

7)   Now, most of you may think, that meetings don’t always go as smooth. Observing the dynamics between the team is also your role. In the event, if you observe any upcoming unproductive conflict, the best is to take a short break in the meeting. Short informal conversation fillers,  ensures the people of having a secure and safe place to debate.

POST THE MEETING

1)   Written communication with an appreciation of participation and ideation, ensures your relationship is alive till the next meeting

2)   Set “measures” of evaluation of the “actionable” and not people.

3)   Trust and language, which leaves your team with love and encouragement, enables the organization to move forward and grow.

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