When holding a meeting, the moderator should shoulder the greatest responsibility seriously, he should be able to control the overall situation well, he should be able to effectively observe all the participants and their reactions and decide the tone of the whole meeting atmosphere. The meeting host may have some personal preferences, but in any case, all meetings should not be conducted in a personal style. The moderator should position the style of the meeting according to the nature of the meeting and the content conveyed. The meeting host needs to distinguish the different styles of participants in time and control the atmosphere of the meeting.

2. Control the meeting time and advance the meeting process.

As the host of the meeting, if you can make full preparations, you can control the meeting time effectively. During the meeting, try not to delay; When it is found that the meeting is misled or delayed, the meeting host should immediately adjust to the normal agenda as soon as possible. The moderator must provide an environment for the participants to discuss a certain issue or convey information, and must follow the agenda of the meeting. In addition, when there are many experts present, the meeting host must be neither humble nor supercilious.

3. Coordination of speeches

Coordinating the speeches of the participants is another very important task of the conference host. Only by coordinating the speeches of the participants can we better lead the whole meeting to a good process. This includes how to fully mobilize the enthusiasm of participants and let them speak actively and consciously; Or when the enthusiasm of the participants is too high, properly grasp the progress of the meeting.

4. Observe the reaction of participants and give timely feedback.

The meeting host has the responsibility to observe the reaction of the participants and give some timely feedback. Observing the participants' reactions and giving feedback will help the whole meeting go smoothly, and at the same time, we can communicate effectively with the participants, thus laying a solid foundation for an efficient meeting.

Summarize the discussion

The meeting host has the responsibility to eliminate minor problems and minor problems, and summarize the discussion, so as to ensure the outcome of the meeting, guide the benign progress of the meeting, and prevent the meeting from being invalid, messy or unorganized.

6. Follow up the decisions of the meeting

As a meeting host, it is an important work content for middle and junior managers to achieve meeting goals and final results. It is meaningless to achieve some goals through meetings if there is only hope without actual action. The meeting host should be serious and highly responsible for the meeting, and should track the decisions and results of the whole meeting in time to achieve the expected goals.

In addition, in order to make the meeting effective, in addition to the above-mentioned meeting preparation, the meeting host should also make final preparations before the meeting, otherwise the failed preparation is equivalent to the failed preparation. The final preparations before the meeting include: be sure to check the information you have prepared at last; The location and situation of the meeting; Confirm participants; Equipment and other preparatory work.

Venue control

After the meeting is ready, the meeting host can start the meeting. During the meeting, everyone hopes that the meeting can go smoothly, but some unexpected problems often occur, which requires the meeting host to effectively control the meeting site.

1. Not responding

During the meeting, when the host asks some questions, there may be no answer. In this case, what should the moderator do? Scenes where no one answers will have a negative impact on the final achievement of the whole meeting goal because there is no feedback. The meeting host must find ways to encourage the participants to express their opinions and suggestions.

When encountering this problem, the meeting host should use some skills to encourage the participants to speak. The easiest way is to point out the names of the participants, so that it is easy to break the deadlock. In addition, the meeting host can also encourage the participants to speak with their eyes.

In fact, when the meeting host calls a person's name, this person will pay special attention and think seriously. And often after the first participant speaks, other participants will start to become active and speak enthusiastically. In fact, it has something to do with breaking the ice between people. The meeting host should break the ice of silence, hold a good meeting, and don't bring silence into the meeting.

2. Individual participants have been talking.

Contrary to silence, individual participants sometimes talk endlessly, which can also cause embarrassing situations. Most of the time of the meeting was occupied by individual colleagues alone, and the meeting became his personal special session. What should I do as the meeting host?

Interrupt directly, avoid this question and enter the following topic. As the meeting host, I have the responsibility to advance the meeting agenda. So many conference hosts will interrupt directly, avoid the problem and go directly to the following topic. In fact, this practice is wrong, which is a typical manifestation that the host can't control the situation. Avoiding this problem will lead to bad results. If the topic is not finished and only one person is chattering, the host thinks the discussion is over, which is the most typical performance that the host can't control the situation.

◆ Let employees fully express their opinions and participate in the discussion as much as possible. Based on the idea of democracy, many conference hosts will adopt the way of "allowing employees to fully express their opinions and participate in the discussion as much as possible" to solve the problems discussed by individual participants. This practice is also wrong. If every question is raised in this way, the meeting will take up all the time at work. Because if employees ask a question and discuss it, the participants will take turns as the moderator, so all the time will be occupied by discussing these details.

Excuse me, let's focus on the problem first, and then solve it in a targeted way. The last method is to "interrupt and let everyone focus on the problem first". If the problem is * * *, then solve it in a targeted way; If the problem is not * * *, you can skip it and solve it separately with the employees after the meeting. Solving the main problems is a good way to improve the efficiency of the meeting. When someone keeps talking loudly, the meeting host should interrupt, ask for everyone's opinions, and then continue to push the agenda of the meeting. In addition, the host can also prevent individuals from speaking endlessly by limiting the speaking time.

Have a small-scale discussion

In the minds of managers or supervisors, there may be some key employees, who may be the targets of managers' training and development, or the employees who can bring the best performance. Usually, once they ask questions, the supervisor or manager, as the meeting host, is willing to communicate with them more, which may make other employees feel left out. So, how should the conference host effectively avoid this situation?

Ignore the questions raised by the participants, enter the following topics and ignore the questions raised by the participants. This is the simplest and direct way of thinking for the meeting host. However, this approach is wrong. The host of the meeting has the responsibility to encourage the participants to ask questions. If we ignore the questions raised by the participants, it will not only directly dampen the enthusiasm of the participants, but more importantly, it will not help solve the problems. Because the meeting host did not determine whether the problem belongs to * * *, he gave it up directly, which would have a negative impact on the achievement of the meeting objectives and easily cause losses.

It is suggested that other employees also express their opinions on this issue, and everyone can participate in the discussion. It is suggested that other employees also express their views on this issue. Participating in the discussion is the supervisor's personal judgment that the question raised by this participant belongs to * * *, so it is suggested that other employees also express their opinions on this issue. In fact, other participants may not know the cause and effect of this problem, so they may not be able to put forward many opinions and suggestions effectively. According to some survey figures, due to the personality problems of individual employees, about 50% of the meetings deviated from the theme. Moreover, 83% people will feel distressed about the digression of the meeting, which shows that this is a very serious problem. Therefore, this is a wrong approach. If every question is raised in this way, the meeting will take up all the time at work.

◆ Repeat the questions raised by the participants and refer to other participants to confirm whether this question is * * *, which is the correct approach of the meeting host. Since the meeting host encourages the participants to ask questions, they should face up to the questions raised, confirm their own problems to the participants, and confirm the feasibility of this problem with other participants. In addition, if the host tries to drown out the sound of the meeting with a louder voice, he will only get the opposite result and make himself exhausted.

Get a satisfactory meeting result.

After mastering the skills of meeting hosting, effectively controlling the meeting site and handling emergencies, the meeting host can lead the participants to successfully complete a complete meeting process, but it does not mean that the ultimate goal of the meeting has been achieved. Whether the meeting is effective or not depends on the timely tracking of the meeting results by the meeting host. In order to achieve satisfactory meeting results, managers need to make action plans, follow up their implementation, assign responsibilities to people, limit time and confirm their understanding.

◆ Action plan

To achieve a satisfactory meeting result, the action plan is the most critical and last item in the whole meeting process. Through the meeting, the manager will finally come up with a resolution and the implementation method after the resolution, which requires an action plan.

Usually, the manager will hand over the action plan to a project leader or administrator, and make the action plan according to the resolution. In fact, the action plan formulated in this way may not be effectively implemented by employees. Because employees may regard it as a communication document, employees may not recognize and be dissatisfied with their own division of labor, which leads to employees' unwillingness to implement it. In the end, the meeting ended without results. Therefore, if necessary, the manager must make an action plan during the meeting, and all participants should know what each participant is responsible for.

◆ Perform tracking.

After reaching an understanding and determining the responsibilities of the participants, the follow-up becomes the most critical step. The implementation of tracking includes formulating the person in charge of tracking and tracking methods. Usually, it is necessary to specify the project to be completed, the person in charge of tracking, the time limit for completing the project, the cooperation departments and individuals that may be involved, the goals to be achieved and the measurement methods.

◆ The responsibility lies with people.

When the responsibility lies with people, it is very important to determine who is ultimately responsible for a specific task. Managers must avoid letting employees negotiate privately to determine their responsibilities, which will reduce efficiency, may also lead to project failure, and members will shirk their responsibilities, thus ultimately affecting the realization of the objectives of the whole meeting and the implementation of decisions.

◆ Time limit

The time limit is set to ensure the scheduled progress of the project. Some project meetings usually hold regular review meetings every week or when the project has made some progress. By limiting the time, managers can effectively grasp the progress of the whole project and effectively ensure the completion of the project and the realization of the meeting objectives.

◆ Confirm understanding

After the above steps are completely completed, the manager also needs to ask all participants whether they understand and recognize the person in charge of division of labor, the project duration and other issues, that is, to confirm their understanding. Only by getting the approval of all employees and letting employees know their responsibilities and time limits can the completion of the whole project be reliably guaranteed and inspected to the greatest extent. Complete the process of confirmation and understanding, and then the whole meeting is completed from preparation to implementation, and the final follow-up is completed.

summary

After preparing for the meeting, the manager enters the meeting process. In order to successfully play the role of meeting host, managers need to master the meeting host skills correctly and skillfully: self-confidence, concern for participants, consideration of meeting topics, attention to feedback, emphasis on key points, prioritization, and use of auxiliary facilities; Clarify the responsibilities of the meeting host; Managers also need to successfully handle emergencies in the meeting to effectively control the progress of the meeting. Finally, in order to make the meeting achieve satisfactory results, it is necessary to make an action plan, follow up and implement it, put the responsibility on people, limit the time and reconfirm the understanding. Are you ready?