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5 Functions Of Meetings In Administration And Management

5 Functions Of Meetings In Administration And Management

Decision Making

In the administrative management of any organization, meetings serve an irreplaceable role. It is in them that ideas come together, decisions are made, strategies are built up. In this detailed analysis, one will focus on how meetings are used within a workplace environment to impact decision-making processes, including real-life examples and structured decision-making.

Significance of Structured Decision Making

In administrative management, at times, meetings are organized to produce structured decision-making. Achieving this goal implies bringing all involved stakeholders together into one room so that they can discuss and take the decision. For instance, a tech company might organize product review meetings every quarter. Here, the team leads can present the data on the progress, challenges, and milestones achieved. After the meeting, a decision will be made and taken with a view of resource allocation to the company’s fabrication facility in Mexico. It may also include changes in the project schedule in case its execution falls behind.

Example of Good Decision Making in the Meeting

Imagine that a financial institution needs to decide on its future software. In this situation, several meetings will probably be organized, including those with IT specialists, financial analysts, and top managers. They might analyze the data produced by the current software, engage in interpreting the proposals from other software developers, and predict the return on investment . Decisions will be taken in the meeting to pull liquid cash out of a deficient financial system. Involvement in all these meetings will allow making the appropriate decision and us planned strategy in the activity. These decisions usually save companies like Goldman Sachs a lot of money, avoiding ineffectiveness in decision-making.

Ways of Making the Meeting More Efficient

Efficient decision-making in the meeting is characterized by effective management. A pharmaceutical company, for example, might implement their development office to use a technique titled ‘focused brainstorming’ to take the decision of how to proceed with their AIDS technology. Here, one has to formulate a precise question and invited stakeholders to the meeting to pass expertise on this precise issue.

Ways of Measure Impact of the Decisions

Post-meeting analyses can include various parameters, depending on the decision. The most universal measures are the rate of implementation of projects, the increase in the general well-being of the company, and employee feedback. For the case when the Guam company discussed how to improve work-life balance, they can also track the rate of employee turnover.

Communicate

Meetings are undoubtedly an important aspect of administrative management – not only because they provide an opportunity for making decisions but because when done right, they can also stimulate communication on all levels and across the organization. A meeting is a structured mode of communication, implying information exchange, clarification of roles, alignment of goals, and other crucial communications-specific activities. This paper discusses how meetings can serve communication purposes in the workplace, presenting examples as well as clear methodology.

Communication in Meetings

Meetings provide a set format to communication, implying a prescribed sequence of events or social object. One example can be a staff meeting in a marketing firm, with the meetings held at least weekly basis in order to “share updates on ongoing accounts, learn the details of upcoming project and report back on other team. To a few words, it may imply that everyone is on the same page and allow expressing concerns, but not limited to them” . This format of communication allows for the most part of the functioning of the team to be shared with all the member of the team, ensuring that the number of problems and concerns remains the same, while the spirit of the team grows stronger. Moreover, the six-part structure – heading, state of the world, any concerns or omissions, good news, open issues, which can last no more than one hour – provides a subtle format, inclusive of the most important events and opportunities. Once a month, teams gather a rib joint training session, thus “showing what they can and sharing the most important functions” .

Communication on levels

Information flow meetings also act as an important unifying element in an organization that often keeps the closest departmental spirits separated. One example could be a large, international corporation that regularly collects cross-corporation in each department of the company once a month. “It is the general information about the company, the performance of each department, experiences, plans, needs and other information” . Thus, department heads share information, present possible dependencies on other departments, or partners and work together as much as possible to work together. To facilitate dialogue, companies often use open door policy in certain situations, that is, the presence of employees at any level. Startups, for example, conduct such negotiations every 2 weeks, using open forum. Once a month, companies apply an open forum with the program design. A/gugle, “creating a spirit of unity with employees, eliminating departmental disturbances, mutual dependence. Dur, ulsheho, undesirable mood festival, performance, good work and rewards. Sheletes shareholder vote, Mooses Cantey Council member” Footnote End-item entrepreneurs can either share their updated budget reports or share hot spaces, while current concern is expressed Footnote Shelete End-item .

Over time, ideas and business proposals are increasingly made, most are positive and constructive. Such meetings, sometimes referred to as ‘syncups’, do not take without the above stimulants. Additionally, in the digital age, various instruments are utilized by meetings with remote access, virtually replacing the space. One such tool is the possibility to regularly ‘spick’ with the help of meetings, using instruments such as creep and shared screen. They allow the meeting to be in process, they support polling, so that everyone can express their voice – as well as Highlighting and highlighting what was not taken into consideration so far.

Excitation

Meetings in administrative management are not limited to the processes or action plans that need to be discussed. They may also serve as the portal of the parties for a motivating and exciting opportunity. A meeting or a series of meetings can also be a powerful platform to celebrate accomplishments, to motivate through challenges offered to the employees, or to provide recognition and reward for the valuable efforts made by a certain team or an individual. In this case, two important aspects are kept, including the nature of the meeting – strategic and the effect it may cause. The effect is specifically a motivation or inspiration that the meeting is devoted to.

Celebrating Meeting

The first type of meeting that can serve as an exciting opportunity for both employees and the executives is a birthday meeting. When the celebration of working anniversaries, the sales, or the initiation of a new project is held and the best top sales representatives or employees are awarded, this triggers and excites the executives and the other employees. Even those who do not have a chance to be awarded may be motivated, while those who get the award will strive harder to win the next time. It gives the executives an opportunity to quickly present meeting results while learning about exemplary practices and receiving motivation. It is limited and even one section is sometimes presented, but it is positive and educatory.

The Challenge Meeting

There are meetings that are full of challenges. Since excitement often comes with the implication of competition, these may be meetings that offer challenges from the company . For example, a computer software company might offer weekly absorption or innovation competitions with the best applications resulting from the competition. Additionally, employees are encouraged to think in a competitive environment and in high energy levels, where further industry and company-specific applications are enhanced to make the company beneficial for the product. At a strategic meeting, an executive may mention the effort of the administrative office at a hospital during the first quarter of the year. These efforts led to keeping the patients stable or significantly improving staff, methods, and skills.

The Recognition and Reward Meeting

A valuable component of any strategic meeting is recognition of the hard work and achievement of organizational goals by a team or an individual. During the meetings, the teams are usually recognized by different healthcare personnel involved in the administrative process for a small recognition of once a quarter or bi-annual awards ceremony. This makes the loyalty and commitment to the company stronger on the part of certain individuals or teams.

Interpersonal Relationships

Meetings in administrative management are important not only for operational or strategic purposes but as a tool to help build interpersonal relationships in the workplace. Communicating effectively and sharing experiences, these gatherings can positively affect team work performance and workplace morale. Below are the ways in which a meeting can be structured to enhance such relationships, including real-case examples and specific methodologies.

Motivation through Engagement

Regularly held gatherings provide a structured opportunity for team members to interact and discuss personal issues not necessarily related to work. Design firm TOTL has adopted a routine of weekly round-table gatherings in which team members “tell each other about their projects, problems and insights” . Once the team members learn about what their colleges work on, their interpersonal relationships strengthen through the common experience and the understanding of the workload each of them has to carry.

Creation of Teams

Meetings that end not with a simple coffee break but with a team-building activity not only structure future friendships between employees who shared a problem-solving workshop or a professional skills seminar but also creates an “us” environment. Tekn.OL.A. Ayakkabı Teknolojisi opens a new season each year with team-building camps which allow employees to interact on both professional and personal levels, adjusting to the specifically created event environment .

Communication Environment

Meetings should be arranged and encouraged to enhance communication between team members in an environment where they have to listen, speak and learn to support and help by listening, speaking, or solving problems. MeslekiKariyer Human Resources Consultancy has created a routine of monthly unlimited tea sessions where “everyone [is] welcome to leave comments, complaints or positive feedback to any member of the team or to the workplace” . Such well-organized meetings help be as efficient as possible in problem-solving and promote interpersonal communication.

Conflict Resolution

Finally, conflicts between departments or employees may also be discussed in a setting where an HR manager arranges a moderated discussion or mediation. For example, if one department continuously does not provide the other with data necessary for analysis, the head of this department could be called out by the CEO and asked for an explanation.

Dispute Resolution

Meetings are essential to dispute resolution in any workplace. In a formal setting, conflicting parties can come together to discuss the conflict and reach an agreement. By structuring the meeting specifically for conflict resolution, the organization can ensure a respectful disagreement is not unnecessarily escalated and managed effectively. Several methodologies for structuring meetings have been discussed along with examples.

Structured Mediation Sessions

An effective way to structure a dispute resolution meeting is by setting up a structured mediation session. For example, in a manufacturing company, the production and quality control department may have a disagreement over compliance issues. A meeting can be set up with the production and quality control departments with a neutral mediator to structure the discussion. Both parties are allowed to speak without an interruption from the other. This helps in gaining an understanding of perspectives of both parties juxtapositionally and come to a mutually agreed solution.

Creating a Safe Environment for Discussion

The meetings must provide a safe environment for the people participating in the meeting. For example, a software development company may structure ‘conflict resolution meeting’ to discuss the climate of the work among the team members. The meeting is often led by an HR professional who is familiar with conflict resolution strategies and company’s policies on acceptable behavior.

Implementing Actionable Solutions

The purpose of structuring dispute resolution meetings is not just to vent the feelings. Solutions must be agreed upon and designed to be actionable. For example, in businesses, such as a repair or office service accommodation business, where the service representative may have a disagreement over the shifts and job responsibilities, a meeting can be held to settle the issue. The main consequence is that new shifts are assigned with responsibilities and duties and are recorded for future meetings. Follow up meetings will ensure the changes has been implemented.

Follow-Up and Review

Follow-up after a dispute resolution meeting is important to review the success of the meeting. For example, a construction firm may have a dispute among project managers on project management methods and gather in a meeting to resolve the solution. In follow up meetings, efficiacity of new project management methods is evaluated.

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