開會講義補充
之前在幹研的時候有幫團內的幹部上過了開會藝術的課程
正巧最近公司組織了一個 "Effective Meeting Task Force"
因此我又把我的幹研講義增添修改了一下寄給該 Task Force
反應還不錯
在這邊也把他PO出來給大家參考
雖然他是英文的 不過大家就將就看一下吧
Suggestions For The Effective Meeting Task Force
Every meeting is consisted of people, therefore,
people is the single most important factor to an
effective meeting. I think educating the meeting
facilitators and attendees is an important key to more
effective meetings. Below are some suggestions that I
have on some of the areas that are often ignored by
many people.
1. Preparation
a. For meeting facilitators
i. Make sure everyone understand the
objective of the meeting clearly. Don't
hold a meeting if there are no clear
objective for it. Such meetings are
usually unnecessary.
ii. Must give every attendee a clear
agenda
iii.Must provide sufficient meeting
materials for attendees so that they
can be prepared
b. For all meeting attendees
i. Read the material and do his
homework (So no stupid questions
asked)
ii. If he is going to present in the meeting,
give the facilitator an idea or an outline
on what he is going to present
iii. Discuss the issues, which involves a
small group of the attendees, that
might be brought up in the meeting
with such group to reach a consensus
before the meeting. Issues which is
relevant to a small proportion of
people should not consume the time
of every single meeting attendees.
2. During a meeting:
a. The chair
i. Understand how to control the pace of
a meeting
1. Discuss one thing at a time
2. The chair shall understand the flow
of "Motion" 迳 "Debate" (迳
"Amendment") 迳 "Resolution". This
flow may not be followed explicitly,
but the chair should keep track of
this in his head to keep the
discussion in an orderly fashion.
3. Keep the meeting on track. If an
attendee's statement is not relevant
or appropriate to the current subject,
it should be stopped by the chair.
4. Encourage full participation. Usually
the meeting is dominated by some
more active attendees, the chair
should ask the less active attendees
for comment to encourage
participation.
5. Let everyone take a break at least
every two hours. Also take a break
when the discussion is going
nowhere.
ii. Keep track of the time
1. Start the meeting on time, don't wait
for late attendees.
2. Ending the meeting on time is
equally important.
3. Keep an eye on the schedule, don't
let one item on the agenda takes too
much more time than it should
unless necessary.
b. Avoid interruptions
i. No cellular phone or other distractive
devices should be brought to the
meeting unless absolutely necessary.
3. Following up
a. The minutes of the meeting should be sent to
each attendee after the meeting. It should clearly
include the resolutions of the meeting.
b. The progress of the resolutions of a meeting
should be checked by an assigned person by an
assigned time
c. The minutes of the last meeting should be
reviewed in regular meetings.
Jeff Kuo
jeff_kuo@springsoft.com.tw
Created on 2003/12/8 上午 10:02
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