The communication methods that 'dry goods' workplace professionals must master? How to host and organize a meeting?
Do you know how expensive it would be to open one?
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
If a company has 20 people once a week for a two-hour meeting.
Assuming that the average monthly salary of the company's employees is 6,000 yuan, and they work 22 days a month for 8 hours a day, the time cost of the company's employees is about 34 yuan per hour. Gather 20 people to hold a two-hour meeting, the time cost of the meeting is 1360 yuan (34 yuan × 20 people × 2 hours), 52 weeks a year, minus the holidays to calculate 37 weeks, the time cost of holding a meeting once a week is 50320 Yuan (1360 yuan × 37 weeks).
Assuming that the company sells clothing as its main business, and the gross profit margin for a piece of clothing is 34%, that means that the company needs to sell an extra 148,000 yuan. We estimate that the average retail price of clothing is 500 yuan, which means it will sell an extra 296 yuan. Only one piece of clothing can afford this meeting.
So meeting is a very expensive way of communication.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
The time cost of a meeting is so high, why do you need to hold a meeting? On the surface, it is to solve various problems, but the essence of the meeting is to create value more efficiently!
To explain with economic theory, it is to use effective meeting communication and decision-making to create decision-making value that is greater than the time cost.
So, how to reduce the time cost of meeting?
Some companies will limit the number of participants, and some companies will shorten the meeting time. Limiting the number of participants, such as Zuckerberg's Facebook company can only order one pizza during a meeting, and you will be hungry if there are too many people; Apple will refuse unrelated people to come to the meeting; Google's proposition is that the meeting , it will not open if you can, and insist that the number of people in the meeting should not exceed 8 people.
Some companies shorten meetings. For example, Amazon is resolutely not allowed to use PPT, and requires all documents to be printed within 6 pages. Before holding a meeting, everyone must read these documents and not preach at the meeting; Xiaomi does not usually hold meetings, and everything is in Mi Communication in the chat group; Wang Jianlin’s speech in the meeting should have a time error of no more than 5 minutes, and he requires the participants to be present and not to be represented by other people. They must be able to manage affairs, make decisions, and be responsible. Dare to sleep."
Of course, some meetings will still be held.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
What I want to share with you today is the most common type of or formal or semi-formal work meeting in the workplace, how you should host, organize and speak effectively to hold a meeting.
I summed up a formula, hold a good meeting = prepare before the meeting + control the venue in the meeting + implement after the meeting
The first is preparation before the meeting.
First of all, you need to know what is the purpose of this meeting today?
Do you want to let all colleagues understand the new work ideas of leadership through publicity? Or brainstorming for a new solution to a problem? Or it is to solve the problem of the way and method of collaboration between commodity, retail, logistics or certain departments.
The purpose of the meeting is clear, and the format of the meeting is determined.
Next is to determine the time. When is the meeting? The notice to hold a meeting in the evening indicates that overtime will be required, and everyone must fully discuss and reach a consensus. Notice that there will be a meeting as soon as I go to work in the morning, indicating that this matter will be resolved soon and is imminent.
Then there's the location. Where will the meeting be held? Is it in the conference room? Still on the job site? If the meeting is held standing still at the workplace, it means that the meeting time is very short, and this matter must be settled on the spot, we can only discuss the specific implementation plan. What if you organize a dinner party or go to a conference center for a meeting? This is a form of team building, the purpose is to promote the mutual understanding of the company's employees and strengthen the cohesion of the team, not for one thing.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
Finally, there is communication before the meeting.
First of all, you need to formulate an agenda for the meeting, and before the meeting, send the agenda and meeting materials to the person who is expected to have the meeting by email, and communicate one round in advance to understand the opinions of colleagues from all parties.
You can also hold several small meetings before the meeting to give everyone some explanations and guidance in advance to gain support from some important departments. In the process of communication, you found everyone's emotions and opinions. You can also remind the leaders to be a microphone and filter. For example, Mr. Zhang of the Finance Department disapproved of several projects that exceeded the budget this month.
Another top priority is to communicate with the leader before the meeting. You must not take it for granted that you invite the leader to come to the platform to cheer. As a result, halfway through the meeting, the leader said: "You continue, I have to leave beforehand." Everyone has received a message that the leader does not pay attention to this meeting, then your meeting will be a failure.
So you have to communicate with the leader before the meeting: 1. What does the leader want to achieve? 2. What should be paid attention to? 3. When is the time for the leader to speak? Is it the first or the conclusion? wait wait wait
Here's another reminder that rules must be established before the meeting.
For example, each speaker is limited to 2 minutes.
For example, the free speech time of each department cannot be interrupted or discussed.
For example, if you ask everyone to turn their phones to vibrate or turn off, hey, there are always people who don’t listen, right?
Before the meeting, you should tell everyone that today's meeting is very important. In order to ensure the efficiency of the meeting, we will send everyone an envelope, please put your mobile phone in it, and the meeting team will keep it uniformly. During the meeting, no one should look at the mobile phone.
As long as you make the rules before the meeting, everyone will have no opinion. You can't wait until the meeting is chaotic. If you set a meeting system, it will be too targeted.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
Next is the center control field.
- Controlling the field starts with yourself. For example, you usually dress casually. On the day of the meeting, you have your hair done and you wear very formal business attire. Others can see your formal and serious attitude from your attitude. Of course, your attitude will also affect the attitude of all participants.
The second is the venue layout.
For example, the layout of the conference room is that the seats are arranged in groups, which means that the meeting is of a discussion and competition nature; the rows of seats are obviously listening to the report; everyone is in a circle in front of the conference table, and this meeting needs to be discussed and voted.
For example, everyone finds that there is paper and pen on the meeting table, and this meeting needs to be discussed and taken notes.
No. 3, we say conference materials.
You need to prepare two conference materials, and an electronic version will be sent to the participants by email the day before the conference, so that everyone can be prepared.
In addition, according to the number of participants, each person will place one copy of the meeting materials in their place.
It is best to use the narrative structure of the "pyramid" in the conference materials, and the copy of the classification statement should use structured words, such as "cause, after, result", "first, second, last", "past, present, future", "status, goal" , plan, etc.
If you need to use PPT at the meeting, don’t be dense with words. It’s better to use a page of PPT to clarify or solve one thing. Also, remember that "a chart is worth a thousand words", a set of data or a picture is often more expressive than mere words.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
For example, if you look at this picture, the goods are piled up like a mountain, and a photo visualizes the problem of declining sales and serious inventory backlog, which is more shocking than reading a few pages of PPT with a dry mouth.
Also, I want to remind you that you need to give more examples of such communication in meetings and speeches. For example, use the method of storytelling to move people.
There was a meeting to resolve the issues of contention, work cooperation and coordination among various departments of the company. I put a picture of the skeleton of the human body to illustrate the organization of the company.
The head is the chairman and general manager, the neck is the vice president, the legal department is the manager, the sales department, retail department, and marketing department are the hands, the customer service department, retail support department, display department, and administrative human resources department are the liver, intestines, spleen, Stomach and kidney, the commodity department is the heart, the finance department is the blood, and the logistics department is the foot.
Which organ can the human body be missing? Indispensable. As soon as the story was finished, everyone immediately realized the importance of "cooperation of various departments", and the problem of "chaotic war" was initially solved.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
- What should I do if there are disputes, cold scenes and off-topics in the meeting?
In the first case, there is a dispute. Rounding up? It is reasonable for both colleagues to say that we will discuss it later. Don't, the statement "everything makes sense" belongs to Hexianmu, and these two colleagues will not agree.
Would you like the company leaders present to intervene? Can not be done. Then you slapped several people, including leaders, in the face.
As a meeting organizer or host, you have at least two options.
One is to stop in time, remind them that their quarrel has affected the progress of the meeting, and ask other colleagues to speak first.
You can also call for a pause, take it easy, and ask two colleagues to use a notebook to write down their thoughts. Help your colleagues calm down quickly by asking them to write.
In the second case, there is a cold field.
For example, we hope that this meeting will be discussed, but what should we do if everyone does not speak?
You can prepare some large white paper in advance, then group everyone, and then ask each group to present their opinions on the large white paper. This is how you force the participants to switch speeches, but the essence remains the same, you have to say your thoughts and suggestions.
In the third case, is beside the point. How do you bring their topic back.
One is that you can remind the time, "We only have half an hour left in this meeting, we must hurry up." You can also forcefully pull back to the meeting agenda, "Stop for now, the topic of our discussion just now is not on the agenda of this meeting, Let's arrange another time to communicate and solve it. Next, please continue to speak."
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
The third is implementation after the meeting.
The most fearful thing about a meeting is "I am very excited at the meeting, and I don't move after the meeting." Such a meeting is a waste of time.
In 2014, a company I worked for managed to persuade the boss to add a budget to the marketing center at a meeting, but after the meeting, the general managers of each branch went back to their homes, and no one followed up. After half a year, the vice president in charge left, and no one in the marketing center implemented the budget.
Therefore, after the meeting, according to the consensus at the meeting, the division of labor in the next step must be clarified, the completion time node should be set, the responsibilities should be assigned to the person, and the person in charge of both departments should be copied by email.
The communication methods that "dry goods" workplace professionals must master? How to host and organize a meeting?
Let's summarize.
First of all, by calculating the time cost, we know that meetings are expensive, and we have learned some methods on how to reduce the time cost of meetings.
Second, we learned the process of how to hold a meeting? There are pre-meeting preparations, meeting goals, time, and location settings, communication with leaders and colleagues before the meeting, and rules.
Third, control the venue in the meeting, including the layout of the venue, the details of the writing of the meeting materials, and how to resolve disputes, cold scenes and off-topics in the meeting.
Finally, it is implemented after the meeting. "Weaving baskets and baskets, the key is closing." This closing is the division of labor, landing and execution after the meeting.