Agenda of Business Meeting
Topics of discussion:
- Team building tips
Goals and targets:
To enable Supervisors to effectively plan and facilitate meetings within their areas of operation. The aim of these meetings is to build a mentality of teamwork among workers, a strategy that will increase productivity on the overall. This is in line with the desire of the new board of directors of the company to put in place a team approach for the Company’s activities.
Teams to carry out tasks:
The Supervisors are naturally expected to be the team leaders, or when to deem fit; they can delegate the responsibility to a team member. The teams should be constituted in such a manner that they are all-inclusive of the various departments.
- Members of the meeting are expected to provide independent opinion and ideas towards these propositions.
- A review of case studies and documented materials on the best strategies of team building in a Company setting.
- In cases that require decision making, the supervisor must consult with the General Coordinator.
- To maintain focus in work teams, the Supervisor should demand a report of the activities of each work team at every meeting. The reports may include challenges encountered and successes achieved within the specified period of two consecutive meetings.
- Work teams should clearly understand the expectations of the Company and the Supervisor is expected to provide a periodical evaluation of the employees’ understanding of the General Coordinator.
The time allocated for meetings should be sufficient to cover the whole agenda, but discretion should be applied to avoid spending too much time on certain topics of discussion. Proper time management ensures a seamless flow of ideas.
- Problem Solving
Goals and targets:
This is an important part of decision-making in any Company or Organization. Supervisors are expected to involve their work teams in the problem-solving process. The goal is to ensure decisions made by the Company management reflect on the conditions in all the departments.
Teams to carry out Tasks:
Work teams should fully participate in meetings whose agenda involve solving problems. They should be allocated singular sections of the problem to find solutions. Alternatively, teams can work on the problem separately and later merge in one meeting to discuss their findings.
- Supervisors should be able to determine the urgency of the problem and communicate it to the teams. This provides a guide to the process, especially where deadlines must be met.
- Brainstorming should be encouraged in these sessions as a particularly useful problem-solving technique.
- Each solution proposition should be subjected to a pros and cons analysis to determine its suitability.
- In case decisions are arrived at, they should be communicated to every other sub-group involved. The Coordinator should be notified to determine the viability of the decisions arrived at, taking into consideration aspects such as short-term and long-term goals of the Firm.
- Follow up meetings should be organized by the supervisors to assess the outcome of implemented decisions.
- Supervisors should use different presentation methods throughout the meetings. Apart from verbal discussions, PowerPoint presentations and whiteboards provide an avenue to break the monotony of talking.
Allowances of time should be considered out of the schedules in meetings that involve problem-solving, because of the urgency of the matter or issues that may arise in the process of finding solutions.
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