Effective Company Meeting Program

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Outline

This paper discusses Effective Company Meeting Program. It is thus divided into an introduction, room scheduling, acquiring resources, room set up breakdowns, food requirement and finally, meeting establishing software.

Introduction

Company meetings can be termed as where people come together to discuss predetermined topics such as business, event planning, often in a formal setting. For the set objectives to be achieved effectively, several components must be set before the onset of the activities. These include communication lines and equipment such as conference hall, room scheduling and set-ups, food requirement among others. Meetings can be classified into different categories like status meetings, work meetings, staff meetings, and team meetings among others.

Room scheduling

The needed meeting facilities are always incorporated in a certain order to enhance effectiveness. Thus, the first thing that should be considered is the meeting room. This is the place provided for singular events and is commonly found at large hotels, convention centers, arenas, or concert halls (Barrett, 2008). Companies are advised to choose a conference hall which is windowless for security purposes, but with air conditioners, as they are always non-smoking halls. The room should also be in a favorable environment to avoid any external disturbances.

Acquiring Resources/ Equipments

Depending on the number of the meeting attendants, the furniture, overhead projectors, stage lighting, and sound system are determined by the host. Secondly, the top management has to determine how to acquire the needed resources such as human or financial and the required equipment. If its company’s first meeting it may decide to hire the equipment or buy it’s own depending on its financial position. After acquiring the equipment, the host should decide on the most effective way of transport to ensure they arrive at the premises in the right order. Finally, it is important to appoint someone to be in charge of them until the end of the meeting. As far as the human resources are required, the host may decide to use the already existing personnel in the company if available or acquire from elsewhere.

Room set up/ breaks down

The way the host has planned to pass his message to the audience determines the arrangement of the tables and chairs. Different setups of the furniture call for various contributions and interactions of the listeners and the host. For instance, classroom-style creates a dialogue between the presenters and the audience, theater-style maximizes meeting room space, and conference-style provides plenty of workspace for each person and good communication / visual lines for each participant. All the furniture put temporarily in the conference hall for the purpose of the meeting should be arranged in order of “last in first out” to avoid breakages as well as saving time of breaking down the set up.

Food Requirement

The food requirement should be put into consideration depending on several factors like the source; the host should determine whether the food should be prepared within the company or outsourced, the kind of food to be prepared, the number of people, and the resources required in preparation. According to (Streibel, 2002), parked food is the most economical and time-saving in any official meeting.

Meeting establishing software

If achievable, the host may prepare software that will establish the meeting as well as notify the participants, though many people prefer the commonly used methods such as phone, email, or internal memos. The host can manage this or can delegate it to someone else. The host has to decide when and to whom to assign the meeting roles and responsibilities, so as to save time and achieve the set objectives effectively.

Reference list

Barrett, D. (2008). Leadership Communication New York: McGraw-Hill.

Streibel, B.J. (2002). The Manager’s guide to effective meetings: McGraw – Hill.

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