The management team is usually the team of people who have day-to-day responsibility for keeping organizational responsibility for the business functions and managing other people within the business. The management team also tends to have authority over the company budget as well as the hiring of staff within the business. The management team also tends to have final say on all business decisions including firing employees, making a profit and loss analysis and setting up and maintaining company policies and procedures. Therefore, the management team plays a vital role in the success or failure of the business operation.
While the various types of meetings that occur within the organization are often the basis of the relationships among the members of management teams, they are only one important part of the whole process. Management should be more frequent in its meetings, rather than infrequently. Meetings should be held on a regular basis so that top management teams know what is going on at all times and can address any issues that may arise. However, if the meetings are infrequently held, there is very little chance that top management teams will be able to solve problems.
Meetings should be carefully planned. The agenda should be set well in advance of time. Meetings should be scheduled for specific reasons and for short periods of time. If there are meetings scheduled on a daily or weekly basis, the agendas should be set with enough notice so that people who need to attend can actually do so.
The cardinal health of any business is based on effective planning. In order for companies to achieve effective planning, there are some steps that management can take to ensure that the agenda of the meetings will be taken seriously and successfully address the needs of the corporation. The first step is to set clear objectives and goals for the meeting. A well defined goal gives managers an objective view of what they want to accomplish and what to anticipate as results of their strategies.
Meetings should be scheduled to give management teams time to prepare. Formal training for management teams should be scheduled prior to any management meetings to ensure that all participants have the information they need to be successful in their discussions. Having professionals present during a formal training session gives managers the advantage of having professional speakers with them who are able to help them become knowledgeable about the topics that they will be discussing. This allows managers to remain calm and collected throughout the meeting, which is essential to effectively communicating with other team members.
The next step to successful team building sessions is to make sure that the agendas are properly set. When companies schedule leadership team meetings, the agendas need to be carefully laid out and organized. The best way to arrange these meetings is by having everyone involved in the planning process. The executive committee, which is comprised of the top management, should actively participate in developing the agendas. Team members should be allowed time to offer their feedback on the drafts that have been produced. It is important for these meetings to be free of “verbal barbs” and mere suggestions, since a clear direction and agenda are needed for these types of discussions to be effective.
The third step is for the agenda to be carefully prepared. Since there may be multiple stakeholders and multiple operational areas, the agenda needs to cover everything that needs to be covered. If the sessions are not clearly laid out, the managers and their staffs will waste time trying to figure out what is needed and what is not. This can be counterproductive. Teams that don’t know what to expect when given a task must struggle with the strategy development and implementation process. The leadership team should keep the meetings brief and focused on the strategic decisions made.
The last step is for the meetings to be recorded. In order to effectively use a strategic planning meeting as a learning tool, it should be recorded so that the executives can refer back to it in the future. The recorded agenda will also allow the executives to review what was discussed and how well the team members understood the issues raised. While listening to the recorded agenda will allow people to remember what was said, it is often much more effective if the attendees can hear the ideas presented face to face. This ensures that the executives will be able to act on the ideas presented in a manner that will be in the best interests of the business.