Meetings are normally an inevitable factor in the world of Hotels, and depending on your job and personal circumstances, they can even be routine. However, having a successful meeting can be anything but straight-forward…(read on or watch the video)

…Appropriate preparations must have been made if the meeting is to be an effective meeting. Agendas will have been created and circulated. All participants should arrive knowing what is to be discussed and with any background information. Particularly important to the success of the meeting is the Role of the person in-charge of the meeting (often referred to as the Chairperson), the Role of those attending the Meeting and Why Meetings can be In-Effective?

The Role of the Chairperson at the beginning of the Meeting is to outline the purpose of the meeting and remind members why they are there? The chairperson should control the meeting and all remarks should be addressed through the chair. Members should be prevented from interrupting each other.

When discussion is underway, it is the chairperson’s responsibility to ensure that it continues to flow smoothly by involving all members present and by not permitting one or two people to dominate the meeting.  During meetings the Chairperson can refocus discussion that has wandered off the point; conclude one point whilst leading into the next and highlight important points.

Chairpersons must clarify any misunderstanding. The chairperson should ensure the meeting runs to time.  At the end of a meeting, the chairperson should remind members what they have achieved and thank them for their contributions.  Finally, the time and date of the next meeting should be arranged.

The Role of the Members While it is the role of the chairperson to run the meeting, the participation of members is also important to the success of any meeting. All participants should undertake any necessary preparation prior to the meeting and arrive on time.

Meeting participants should listen to the opinions of others, participate when they can and avoid dominating the proceedings. Participants should avoid conflict situations, avoid distracting others; they should ask questions to clarify understanding if needed, make notes and then after the meeting, undertake any agreed action and brief others as appropriate.

Why Meetings May be Ineffective Some of the reasons include when the meeting is unnecessary and revolves around trivial issues, thus wasting members’ valuable time. Meetings are Ineffective when they lack a clarity of purpose, i.e., the aims and objectives are not clearly defined. The meeting should not be too large thereby preventing all members being able to contribute.

Meetings can be ineffective when the chairperson dominates and disregards other contributions or the chairperson exercises little control and allows one or two members to dominate the proceedings. Meetings can ineffective if decisions are delayed or not acted upon; or notes made by the person in control are inaccurate. Or simply the wrong people are present, thus preventing the meeting proceeding effectively.

There can be many types of meetings held in a Hotel and there are many reasons why meetings may be ineffective. For meetings to be really effective, participation is required from many of those present.  Key skills of interpersonal communications and listening are critical…good preparation is essential…the role of the chairperson is important…if these conditions are met, then all participants should leave Hotel meetings feeling a sense of accomplishment, not as if their time has been wasted.

 

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