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5 Purposes For Conducting Meetings

5 Purposes For Conducting Meetings

Exchange Information

In any corporate environment, meetings are of paramount importance because critical pieces of information need to be shared as quickly and as succinctly as possible. For example, a tech startup may have a weekly meeting where all of the team leads present their week’s results together with the current challenges and resource needs. The update would typically include specific data, such as the exact percentage of the project that has been completed, the exact area where the bottleneck is happening, and the exact number of resources that are needed to reach the next milestone. The meeting’s purposes are to ensure that everyone is up to date and to integrate feedback proactively to suggestions for optimization and quick responses.

Talk About Current Projects

Consider a marketing agency that has bimonthly strategy meetings. The purpose of the meeting is to give context to the creative director for the current campaigns. Detailed data might include the exact reach and engagement numbers of the Facebook campaign from the week before, with a 20% increase in engagement due to the tweak made last week. The purpose of the meeting is to decide whether to scale the operation up, keep it as it is, or test something different to make even better.

Review and Integrate Feedback

Another type of meeting serves the purpose of reviewing feedback. An example from a customer-focused business is a store manager’s bimonthly meeting when he or she reviews the customer satisfaction index. Last month, the number was at 75%, and last week, the in-store experience was really good, so this week the number has gone up to 85%. The specific feedback that will be reviewed is how long the customers had to wait and how well they were met and helped.

Coordinate Team Activities

Very specific meetings that include a lot of planning details serve the purpose of coordinating team operations. For example, a construction project management team meets at the site before the activities start for a shift, and they review how many people are here, who should do what, and here you need to enforce strict safety protocols. The purpose of the meeting is to prevent a situation in which two people will end up completing the same activity and no one else would have been doing something else.

Make a Decision

In the context of business, meetings meant for decision-making are an integral part of discussion, especially when the issues at stake are critical. The purpose of these meetings is to present data, discuss options, and finally reach a consensus or an executive decision.

Evaluation of potential market expansion

Let’s imagine a corporate executive team meeting that takes place quarterly in response to the need to consider the possibility of market expansion. The Chief Strategy Officer presents the growth metrics and potential ROI on new market entries. The data is based on the market research that included identifying consumer behavior and the company’s competitors in their products. Specifically, guided by the detailed research of the regions, the company is represented in Asia and Europe. An executive decision could involve moving forward with an investment of $5 million to place in the new market, assuming that there is a 20% year-on-year increase in demand for the product next year.

Collection of final budget allocations

Meanwhile, the finance department of a manufacturing company also needs to hold a meeting. The purpose of this meeting is to finalize the budget for the following year. The Chief Financial Officer presents the proposed allocations, the most important being a 25% increase in investment in the R&D Department to support even more product innovations . This detailed analysis is final, considering the incidence of every dollar to be justified by past and future results.

Introduction of new technology

At the same time, the IT department of a tech company is deciding on a new software to improve productivity. They hold a meeting where they present the analysis of the software that can be chosen by feature, price, and possible rationale in the existing system. The most important data is the decrease in efficiency, for example, in the technology process time by 30%. The final decision is based on not only the convenience of the vendor’s cost but also the ability to increase its benefits in the system the company grows in.

Relieve Stress

In many companies, meetings serve not only for the business needs of a tactical or strategic nature but also as instruments to support a supportive atmosphere, which can help reduce stress. For this purpose, such meetings can be organized through relaxation or open dialog as ways to hold such a session for the company’s employees. The critical aspect of the success of such ventures is the extent to which these meeting sessions help to alleviate stress , and how well they are organized by the company.

Host Mindfulness Sessions

For example, a tech company holds Monday morning mindfulness sessions that start the week off right. The HR department helps to facilitate a live guided meditation with a professional mindfulness coach. Their 30-minute sessions will have the whole team participating in breathing exercises and guided visualizations designed to reduce our anxiety and keep us focused and calm for the week ahead. They send surveys to the employees to measure the mood, and, on the days they have such sessions, there is a 40% mood improvement measure and a 30% productivity increase.

Conduct Team-Building Activities

Another excellent way to reduce stress is through regular team-building activities. For example, in a retail sales team, we had had a team meeting once a month, which always started, with a team-building part, such as a mystery-solving game or a group task, commonly more laid-back and fun and usually resulting in a lot of laughter and a sense of camaraderie.

Create an Open Dialog

One of the common get-togethers is a “book chat,” which is daily and happens over dinner. It can be anything really – books, movies, etc., and it is common to see people for whom it took weeks to get to know, to bond. When people are not talking work, the common refers to the hors-d’oeuvres, they become less formal, open, and happier. No other stress reliever can hold it to it.

Form Attitude

There is no doubt that meetings can have a profound impact on attitudes in the workplace. They define the way that challenges are approached, create the culture of the organization, and determine the perspective that the team should adopt in varying situations. Here are several examples.

Build a Culture of Innovation

A great example in which work meetings help build a certain attitude may be the regular joint brainstorming sessions that a technology firm will have. During these sessions, leaders will encourage the whole team to come up with different types of ideas and will ask participants to present even the most outrageous ones, despite knowing that they add no value to the firm. Some of these meetings may also be accompanied by the presentation of past projects that proved to be successful, and show that they started with a groundbreaking idea that was considered unfeasible. It can undoubtedly be stated that the attitude that would be developed during such meetings is the one that values creativity, as well as continuous improvement.

Diversity and Inclusion

A multinational corporation might also conduct quarterly diversity and inclusion workshops. During these meetings, participants will hear different types of speeches and presentations about numerous countries and cultures. Furthermore, the sessions will also involve various interactive activities to help participants understand and experience the benefits of diversity in the problem-solving and decision-making process. The developed spectrum of the attitude will be an all-inclusive one that values fellow workers.

Customer Training

An example in which attitude may change during a company’s meeting is the role-playing sessions conducted during customer assistant training. After each scenario, the employees involved will receive feedback from their fellow workers . Yet, apart from being given advice on what to do in a similar situation, they will also have to role-play a part of the demanding customer and finally get to know what the matter was. Such a pattern that always concentrating on the aspects that can bring improvement to work-life develops an approach where assisting their clients better is among workers’ top priorities.

Safety-First Mentality

It should be noted that for the industries where safety is a priority, such as manufacturing, or particularly for the workplaces where safety is always at risk, as construction sites, safety briefings are a part of any meeting. During these discussions, participants are presented with detailed information about the most recent incidents as well as near-misses, because dealing with the issue after the missed call will be too late. Apart from being told about what happened and what steps were taken, workers will also learn what the case will help them look out for, and when and where the lessons can be applied. It is exactly this kind of approach that forms a safety-first type of attitude in each of the workers, which will lead to a lower number of work-related accidents.

Guide or Teach

Meetings targeted at guiding or teaching the audience are frequent in educational establishments, professional development and company onboarding. These meetings are structured to inculcate knowledge, skill and clear procedure in question, which ensures that every person is competent and knows what they are talking about.

Train on New Software

A software company, that aims to put into action their new software would likely schedule a training session. Trainers usually give a tour of helpful features and workflows of given software, making sure that employees correctly learn how to use the software to their advantage. A graphic design company might want to introduce new Adobe software. A person conducting the training would likely show new features that make the designing process up to 30% faster — they highlight the advantage to using that particular feature, which can help employees understand an important matter.

Introduce Company Policies

Human resources department also organise meetings, but its main goal is usually to inculcate a new or heavily revised company policy . Through these meetings every employee is made aware of changes, which makes it less likely for someone to go against company policy. An example would be a detailed training session on a work from home policy. If it is mandatory to be logged in at specific hours of the day recording video, as well as to not install any third-party software, this should be clearly explained in such a meeting. These meetings make sure every employee is on the same page.

 

In many fields professional development is a consistent process. For example, a law firm might want to organise a legal update meeting, where every law that was passed is discussed. Each attorney should be asked to think how the new laws affect their work — a respective case can be provided. This meeting ensures that every attorney is on the same page and that they know how the law changes will greatly impact their work and client.

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