Recommended plans for a meeting

Assigning specific roles during a meeting is essential to improve organization, distribution of tasks and optimization of participants' time. This assignment avoids confusion and misunderstandings by providing each person with a clear understanding of their expectations and responsibilities.

By having specific roles, each individual has the opportunity to contribute actively, bringing his or her experience and knowledge in the assigned area. This allows the diversity of perspectives and skills to be valued and leveraged, optimizing collaboration in the meeting.

When to assign roles?

Establishing roles before the meeting, during planning or at the beginning of the meeting can be beneficial in different situations:

• In large meetings, with a large number of participants, it is advisable to designate a moderator who is responsible for maintaining order. The moderator facilitates the flow of the meeting and ensures that the allotted time is adhered to.

• In meetings where a detailed agenda has been prepared with different topics to be discussed. For example, a presenter can be assigned for each topic, who will be responsible for sharing relevant information and leading the discussion around that point.

• In some meetings, this can be an effective strategy for achieving equal participation of all attendees. For example, a rapporteur can be appointed whose responsibility is to summarize key points and conclusions at the end of the meeting. This encourages participants to pay attention and contribute during the discussion, knowing that their contributions will be recorded and taken into account.

How to assign roles?

Assigning roles proactively ensures that specific tasks are assigned to people with the right skills and knowledge. For example, in a marketing meeting with data analysis reports, assigning the role of "Data Analyst" to a specialized member ensures the ability to answer technical questions.

Voluntary choice of roles in meetings encourages engagement and the generation of valuable ideas. This allows each individual to feel involved and bring their unique perspective to the decision-making process, thus enriching the final outcome.

To communicate assigned roles, there are different options. One option is to send an e-mail prior to the meeting, allowing participants to prepare and clearly understand their responsibilities. In this e-mail, a description of each role can be included and participants can be asked to confirm their availability. This practice provides an opportunity to clarify doubts and make adjustments if necessary.

Another alternative is to communicate the roles at the beginning of the meeting, during the introduction. The moderator or facilitator can make a brief presentation of each responsibility and mention to whom it has been assigned.

The assigned role: Imagine a team meeting in which the monthly sales report is to be presented. Prior to the meeting, the team leader assigns the following roles:

• Presenter: This person will be responsible for presenting the sales report, sharing the results and analyzing key points. A team member with experience in effective presentations is chosen.

• Reporter: This rol