Question & Answer: You have been asked for the first time to manage a large business meeting. The corporate executives…..

Organising a business meeting could be a very essential task for your organisation. Managing a meeting could be a very tough task for someone to manage.
Writing a successful meeting you should follow these steps

• Scheduling

Always start a meeting and time no matter what people are coming late. By being consistent at your meetings you can easily attract the attention of the person you want to, being in discipline is the most vital part of businesses meeting. Always and the meeting in time and respect the schedule which was given as per the topic.

• Participation

For a successful business meeting managing person should give equal participation opportunity to each and every person in the meeting. As the meeting and there should be a follow up by giving main points secretary as well as some responsible person for the meeting.

• Giving out the written agenda

Providing an overview of the main motive of the meeting in a written form is a very good thing for a business meeting. By providing a written agenda you can easily tell the participants about rough overview of the topic being discussed on the meeting.

• Introducing the guest

Before beginning the meeting you should always introduce the guest(if there are any) to the people were participating in the meeting this shows your ethics and morals towards the business industry and create positive effect on other people as well.

• Staying on the point

Always keep your meeting on track by not getting away from the issues you are there to discuss. To manage successfully arrange meeting you should always put somebody in the meeting to regulate the flow of the meeting and to prevent people going out from the mainstream.

• Be polite

Dimple is one of the most essential qualities of a manager in a meeting. By being polite and humble you can easily leave a positive effect on the participants. If you are not polite this will cause the overall productivity to suffer. If somebody in your meeting is consistently breaking the rules of the conductor to meeting then you can ask him to leave.

• Question and answers

In the end of the meeting you should provide some time for some specific questions and answer related to the topic given on the meeting. This would increase the overall productivity as well as generate new ideas if somebody has new question regarding the discussion.

• Leaving a positive impact

Why ending the meeting in a positive way you can easily leave a positive impact on the desired participants. By behaving nicely and arranging all these steps in a streamline you can easily attract the corporate executives .

There are 5 principle of Gemba Kaizen which an help us in managing a meeting,

1 – If any problems occurs go to Gemba first

It means that if any problems in the managerial work or cause then you have to get down to the basic scratch and meet your employees to listen to the problem and understand the problem in all possible ways. By analysing their behaviour and and later providing a solution.

In specific case if anything goes wrong in arranging the meeting we have to go back to the start and start looking for the problems and then later rectifying them.

2- check the game gembutsu

If anything that occurs to you company you should really be checking your equipments because equipments are a vital part of any organisation and for some specific events everything allies on equipments only. By checking up on equipments and checking the records and maintaining the proper rules and regulation should be done.

In arranging a meeting different equipments are responsible you have to check is a projector is working or there are any problems in the lights as well as the microphone.

3 – take temporary countermeasures on the spot

Sometimes problem occurs in real time and you have to be able to resolve all those problems or reduce the effect of those problems in the meantime. You should write down instructions or make a daily reporting routine to increase the effectiveness of your management skills.

For current scenario you should be able to overcome all the problems coming while the meeting is happening, just like if some unexpected questions asked you have to be able to answer the same question at the moment.

4- find out the root cause

When a problem occurs you have to research and find out the root cause of the problem. By analysing ,surveying and doing different analysis method you can easily find out the root cause of the problem happened. You can ask the people about the problem and then later find out the root cause of the problem undefined

By discussing with the employees and other participants of your meeting you can easily find out the root cause of failure. You can use this is specific information in your further meetings.

5- Standardise for prevention of recurrence

Fifth rule of gemba Kaizen is to create in standard form that the specific problem which happened would not be happening again. Maintaining a standard would definitely help you creating an error less work structure and would not allow you to do previous things which happened before there was no standardization.

You should create a guideline for arranging the for the meeting and should provide Bullet points with information to on how to arrange and overcome the past problems.