Meetings en vergaderingen for dummies

In de meeste bedrijven wordt er door werknemers erg tegen vergaderingen opgekeken. Men vindt dat ze de oorzaak zijn van onnodig tijdverlies. Men neemt er dikwijls aan deel zonder de nodige motivatie.
Voor het management is dit geen goed nieuws want in feite zijn vergaderingen en meetings erg belangrijk.

Hoe kan je ervoor zorgen dat je personeel weer gaat uitkijken naar vergaderingen ? Hieronder een aantal stappen die je kan volgen om meetings weer aantrekkelijk te maken.

Bereid je vergadering voor

  • Leg het doel van de vergadering vast. Weet wat je wil bereiken met deze vergadering.
  • Bepaal of er een alternatief is voor de vergadering. Soms gebeurt het dat je al een oplossing bereikt door wat telefoontjes of emails.
  • Bepaal de onderwerpen die je wil bespreken.
  • Bepaal de lengte van de meeting. Mensen weten graag hoelang de vergadering gaat duren zodat ze hun andere taken kunnen plannen.
  • Stel een zorgvuldige agenda vast.
    • Geef begin- en eindtijd.
    • Zeg waar de vergadering doorgaat. Niets zo frustrerend als mensen die elkaar in de gang tegenkomen en moeten vragen waar de vergadering juist doorgaat.
    • Maak een lijst van de deelnemers.
      Leg hun rol vast en noteer wat van iedereen verwacht wordt. Zo kan iedereen zich voorbereiden op de meeting
  • Vedeel de agenda op voorhand aan de deelnemers!
  • Maak van de vergadering een “leer-moment”. Gebruik boeken en filmpjes. Zo blijft iedereen gretig.
stevepb / Pixabay

Voorbereiding om deel te nemen aan de vergadering

  • Zie dat je het doel van de vergadering kent. Weet waarom je deelneemt.
  • Verzamel alle informatie die je nodig hebt en breng dat mee.
  • Ken de agenda van de meeting
  • Ken je rol in de vergadering
  • Kom op tijd

Klaar zetten van de vergaderzaal

  • Kies een plaats die comfortabel is en groot genoeg.
  • Zorg ervoor dat iedereen zich goed installeren en kan deelnemen aan de vergadering
  • Zorg voor genoeg water of koffie
  • Zorg dat alle attributen die je nodig hebt (zoals beamer, whiteboard, ..) aanwezig zijn.

Zorg ervoor dat 1 persoon notities neemt

  • Wie aanwezig was
  • Welke problemen besproken werden
  • Belangrijke beslissingen die genomen werden
  • Wie een bepaalde taak moet uitvoeren

Het begin van de vergadering

  • Deel het doel van de vergadering mee
  • Zeg welke inbreng je verwacht van de deelnemers
  • Leg de regels van
    • Wanneer de vergedaring begint en eindigt
    • Wie zal spreken
    • Wat verwacht wordt van sommige deelnemers

Leid de vergadering

  • Neem de tijd om alles te zeggen en om te luisteren.
  • Verduidelijk belangrijke ideeën.
  • Herhaal belangrijke ideeën
  • Vraag naar de verschillende meningen
  • Gebruik brainstormtechnieken
  • Schrijf ideeën en meningen op een bord
  • Stel open vragen zodat de deelnemers aangemoedigd worden om zelf te denken
  • Blijf bij de agendapunten. Dwaal niet af.

Zorg dat de vergadering gefocused blijft en dynamisch is

  • Zie dat je informatie en gegevens krijgt. Zorg dat iedereen gehoord is.
  • De deelnemers zorgen voor de inhoud, jij begeleidt het proces.
  • Erken opbouwende en constructieve bijdragen.
  • Gebruik de agenda om op het juiste spoor te blijven.
  • Zorg ervoor dat de groep ervan bewust is dat ze actief bezig zijn.
  • Zorg regelmatig voor een samenvatting van de hoofdpunten
  • Vraag voor overeenstemming

Afsluiten van de vergadering

  • Help de groep om te beslissen over de volgende taken
  • Herbekijk wie de taken gaat doen. Zorg ervoor dat iedereen weet wat hij moet doen en wat zijn verantwoordelijkheid is.
  • Sluit de vergadering af door de vorige prestaties van de deelnemers te benadrukken.
  • Bedank de deelnemers voor het aanwezig zijn en hun aandacht

Follow Up

  • Evalueer de vergadering. Wat ging goed ? Wat moet nog verbeterd worden ?
  • Maak een standaard document dat je kan gebruiken om elke vergadering te beschrijven. Noteer commentaar, vragen, kritiek, oplossingen, ….
  • Verdeel dit document onder de deelnemers en andere belangrijke  personen van je bedrijf.

Hoe sta jij tegenover vergaderingen ?
Hoe worden ze gebracht op je werk ?

Heb je zelf nog tips opm vergaderingen aantrekkelijk te maken ?
Laat je mening achter op deze site. We zijn benieuwd naar je feedback

By Ingrid V.

Creatieve 1000-poot en freelance trainer met interesses als GTD, productiviteit, persoonlijke ontwikkeling, management, blogging, technologie,

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