Ве clear about purpose

Discussion can serve а variety of purposes. Even within а single meeting it may change gear from one to another. Here are some of these general purposes:

• to exchange information

• to make decisions

• to release tensions

• to form attitudes

• to instruct or teach

These purposes are not mutually exclusive. Pooling avail­able information, for example, often precedes and accompanies decision making. It may relieve tension! Again, as another example, early research in this field suggests that those who gain the most information through discussion are most likely to change their attitudes.

Ве prepared before тне meeting

The general purpose of the meeting needs to be broken down into mоre tangible aims –directional but open-ended - and more specific objectives or targets. Once more the principle of Be Prepared comes into play as you begin to think ahead and plan the meeting in more detail. For careful preparation is the secret of success.

The agenda is а key factor. It shouldn't be just а list of headings to jog your memory during а meeting. Draw it up with thought, indicating whether an item is for discus­sion or decision. Briefly describe the matter or subject.

'Mounting costs', for example, looks too brief and vague, whereas 'Mounting costs: to discuss the report on energy conservation in the factory and make decisions on the first and third recommendations is much more definite. It gives people the opportunity to think about the matter beforehand. Ensure that everyone receives the agenda and relevant papers - in this case the energy conservation report - at least five clear days before the meeting.

People take in information more readily through their eyes than their ears - hence the Chinese proverb 'А picture is worth а thousand words'. Visual aids should therefore play а part in your meetings more often than not: if they are clear, simple and vivid they can save you time.

Exercise: Be Prepared

Identify the next three formal meetings which you will chair. Jot them down on а piece of paper and label them А, В and С. Do you intend to make use of any of the following:

	A	B	C
Overheard projector
Slides
Prepared flipcharts
Unprepared flipcharting
Reports
Financial statements
A written agenda
Models
Minutes
A different room layout

Time spent on preparation is seldom wasted. If you go into а meeting clear about the objectives, having thought about the subject in advance and with everything ready, it is already most probable that your meeting will be effective.