How to lead and participate in productive business meetings.

The Fundamental Purpose and the Double Dimension of a Meeting

A meeting is much more than a simple gathering; it is a communication technique that allows people with common objectives to exchange information and reach collective commitments to achieve previously set goals.

Whether to inform, eva luate, solve a problem or make a decision, every successful meeting shares this collaborative essence.

It is important to recognize that every meeting has two dimensions: a formal dimension, whose purpose is the dissemination of information and progress toward a specific goal, and an informal dimension, which responds to the fundamental human need for social contact and relationship.

Both dimensions are important and must be managed to create an environment that is both productive and humanly connected.

Meticulous Preparation: The Foundation of a Successful Meeting

The success of a meeting is forged long before it begins. Proper preparation is essential and should address several key points.

First, it is crucial to clearly define the topic to be discussed and the objective to be achieved with the meeting.

Next, all the relevant information and documentation that will be needed should be prepared and organized.

The selection of attendees is another strategic step; it must be determined who the key people are and how many should participate, as this will influence the dynamics and logistics of the space.

It is important to prepare the material resources (projectors, microphones, etc.) and to send out the invitation sufficiently in advance.

Finally, it is essential to establish an approximate duration and respect it, proposing a new meeting if the time is not enough in order not to distort the initial purpose.

The Flow of Communication: Types of Meetings and the Role of the Moderator

The role of the moderator and the dynamics of the meeting vary according to the objective and the flow of information. We can distinguish three main types:

Top-down meeting: It is convened so that one person (usually a manager) transmits information to the rest. Here, the attendees listen and the moderator's main skill is to answer questions that arise.

Ascending Meeting: The objective is the opposite: to gather information from the attendees. In this case, the moderator acts as an interviewer, using questions to guide the conversation and obtain the necessary data.

Debate Meeting: Seeks to analyze a topic of common interest in order to reach consensual conclusions.

All participants have a voice and a vote, and the moderator is in charge of guiding the stages of the meeting: welcome, presentation of the topic, development of the agenda and a closing that summarizes the agreements reached.

Understanding the Participants: Typologies for Better Management

Every meeting is a microcosm of different personalities, and knowing how to identify them is key to effective moderation.

Recognizing the different participant profiles allows us to anticipate dynamics and redirect the conversation when necessary. We can find several common archetypes in a conversation.

For example, the "shy", who needs to be encouraged to participate; the "argumentative", who seeks confrontation; the "stubborn", who clings to his idea; the "questioner", who diverts the focus; or the "know-it-all", who tries to dominate with his supposed knowledge.

A good moderator does not judge these profiles, but manages them to ensure that all voices are heard constructively and that the meeting does not stray from its main objective.

Summary

A meeting is a communication technique that allows people with common objectives to exchange information to achieve set goals. Every meeting has a formal dimension, to disseminate information, and an informal one, for social contact.

The success of a meeting is forged long before it begins; adequate preparation is essential. It is crucial to clearly define the topic and objective, prepare the information and select the attendees.

The role of the moderator and the dynamics vary according to the objective. We can distinguish three types: top-down (to transmit information), bottom-up (to collect it) and discussion (to analyze a topic of common interest).