Competencies

TYPES OF MEETING: Meetings usually fall into one of the following categories.

1. Meetings to inform - Here the purpose is to let others know of decisions already made, for example, you may have had to make a hurried decision and now need to know about it and, perhaps, to ratify it. The success of this type of meeting mainly depends on your credibility and your presentation skills.

2. Meetings to persuade - Here one member puts a case to the meeting hoping to convince them to support a proposal. There may be conflict and counter-proposals, particularly where people come from different backgrounds and have differing priorities. Meetings between supplier and customer often fall into this mode at some stage. Your success in this type of meeting mainly depends on your influencing skills.

3. Meetings to make decisions - These are information-seeking meetings where the chairperson encourages contributions from all present to build up a factual information base, for example before making decisions on targets or budgets. Success depends on all members preparing thoroughly, being willing to contribute and listening to the ideas of others.

4. Meetings to solve problems - Ideally, the combined expertise of the group is brought to bear on a problem or a series of related problems. In reality these meetings often break down when participants discover that the chairperson has already chosen a solution and is merely trying to browbeat the group into agreement.

Decision-making and problem-solving meetings are the most difficult to manage. Unfortunately, the majority of business meetings seem to fall into these categories. They require careful planning and skilful control by the chairperson, and an understanding by all of effective problem-solving and decision-making processes.

Problems bring with them problem people. When there are problems, many of us find it difficult to behave assertively. You can prevent your meetings, and those chaired by others, from breaking down if you recognise the symptoms early and take the right action to defuse conflict.

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