Come condurre le riunioni in modo efficace

Le riunioni coprono gran parte delle giornate lavorative e spesso vengono classificate, dalla maggioranza dei dipendenti, come una perdita di tempo.  Secondo un’indagine di alcuni professionisti statunitensi del portale Salary.com, le riunioni risultano essere un potente nemico della produttività dell’ufficio.

Come possiamo rendere le riunioni un mezzo efficace e stimolante per i dipendenti?

Di seguito vengono forniti alcuni suggerimenti:

1. OBIETTIVO CHIARO:

Prima di fissare la data della riunione, occorre definire bene lo scopo dell’incontro.

Cosa ci aspettiamo dal meeting? Siamo alla ricerca di input per affrontare un possibile problema aziendale? Dobbiamo informare le persone su temi inerenti le policy aziendali o ad un cambio di strategia? Le riunioni che hanno scopi vari o poco definiti, raramente risultano essere efficaci.

2. CHI SONO I PARTECIPANTI:

Definito l’obiettivo dell’incontro è opportuno valutare attentamente chi deve essere invitato alla riunione. Se vogliamo risolvere un problema allora concentriamo la nostra attenzione sulle persone che potrebbero fornirci soluzioni in merito. Se le persone sentono che ciò che viene discusso non è di loro pertinenza considereranno la loro presenza alla riunione come una perdita di tempo.

3. SEGUI IL TUO PROGRAMMA:

A questo punto occorre definire un programma che evidenzi gli argomenti che saranno trattati durante l‘incontro pianificando quindi una timeline. Assegniamo ad ogni punto in agenda una tempistica fino a coprire l’intera durata dell’incontro. Infine, inviamo tempestivamente l’agenda a tutti i partecipanti. All’inizio della riunione, il programma dovrà essere proiettato o reso disponibile ai partecipanti al fine di renderli partecipi e concentrati.

4. TUTTI POSSONO CONTRIBUIRE:

Se durante la riunione un componente dovesse monopolizzare la conversazione, è buona norma interromperlo gentilmente in pubblico utilizzando per esempio la seguente frase:

“Apprezziamo molto il tuo contributo, ma necessitiamo anche di suggerimenti da parte degli altri prima di prendere una decisione.”

Stabilire immediatamente delle regole di base permette di rendere efficace ed equa la conversazione.

5. PUNTUALITÀ:

E’ molto importante valorizzare il tempo anche delle altre persone, pertanto se diamo la giusta importanza a questo aspetto le persone faranno ogni sforzo per poter essere presenti alla nostra riunione. Buona norma è pianificare gli incontri con una durata massima di un’ora, ovvero il tempo necessario affinché tutte le risorse possano prestare la giusta attenzione agli argomenti trattati.

6. DIVIETO DI TECNOLOGIA:

Se le persone sono autorizzate a portare smartphone o tablet nel luogo dell’incontro è molto probabile che non si concentreranno sulla riunione spostando quindi la loro attenzione alle chiamate, ai messaggi o all’invio di email. 

7. FOLLOW-UP:

L’interpretazione che le persone attribuiscono ad una riunione è un aspetto molto soggettivo. È abbastanza comune per le persone uscire dallo stesso incontro con idee molto diverse di ciò che è accaduto. Per ridurre questo rischio, occorre preparare ed inviare tramite email, in genere entro 24 ore dalla riunione, un riepilogo che documenti le responsabilità assegnate, i compiti delegati e le scadenze prefissate.  

Frasi utili da usare durante una riunione

Opening the Meeting

Welcome participants with quick phrases and get down to business.

Good morning/afternoon, everyone.
If we are all here, let’s
.. . get started (OR)
start the meeting. (OR)
. . . start.

Good morning everyone. If we’re all here, let’s get started.

Welcoming and Introducing Participants

If you have a meeting with new participants, make sure to introduce them before as you start the meeting.

Please join me in welcoming (name of participant)
We’re pleased to welcome (name of participant)
It’s a pleasure to welcome (name of participant)
I’d like to introduce (name of participant)
I don’t think you’ve met (name of participant)

Before I get started, I’d like to please join me in welcoming Anna Dinger from our office in New York.

Stating the Principal Objectives of a Meeting

It’s important to begin the meeting by clearly stating the main objectives for the meeting.

We’re here today to
Our aim is to …
I’ve called this meeting in order to …
By the end of this meeting, I’d like to have …

We’re here today to discuss the upcoming merger, as well as go over last quarter’s sales figures.

Giving Apologies for Someone Who is Absent

I’m afraid.., (name of participant) can’t be with us today. She is in…
I have received apologies for the absence of (name of participant), who is in (place).

I’m afraid Peter can’t be with us today. He’s in London meeting with clients but will be back next week.

Dealing with Recent Developments

Checking in with others will help you keep everyone up to date on progress on various projects.

Jack, can you tell us how the XYZ project is progressing?
Jack, how is the XYZ project coming along?
John, have you completed the report on the new accounting package?
Has everyone received a copy of the Tate Foundation report on current marketing trends?

Alan, please tell us how the final arrangements for the merger are coming along.

Moving Forward

Use these phrases to transition to the main focus of your meeting.

So, if there is nothing else we need to discuss, let’s move on to today’s agenda.
Shall we get down to business? Is there any other business?
If there are no further developments, I’d like to move on to today’s topic.

Once again, I’d like to thank you all for coming. Now, shall we get down to business?

Introducing the Agenda

Before you launch into the main points of the meeting, double check that everyone has a copy of the agenda for the meeting.

Have you all received a copy of the agenda?
There are three items on the agenda. First,
Shall we take the points in this order?
If you don’t mind, I’d like to … go in order (OR)
I suggest we take item 2 last.

Have you all received a copy of the agenda? Good. Shall we take the points in order?

Allocating Roles (secretary, participants)

As you move through the meeting, it’s important that people keep track of what’s going on. Make sure to allocate note taking.

(name of participant) has agreed to take the minutes.
(name of participant) has kindly agreed to give us a report on this matter.
(name of participant) will lead point 1, (name of participant) point 2, and (name of participant) point 3.
(name of participant), would you mind taking notes today?

Alice, would you mind taking notes today?

Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc.)

If there is no regular routine to your meeting, point out the basic rules for discussion throughout the meeting.

We will hear a short report on each point first, followed by a discussion around the table.
I suggest we go round the table first.
The meeting is due to finish at…
We’ll have to keep each item to ten minutes. Otherwise we’ll never get through.
We may need to vote on item 5, if we can’t get a unanimous decision.

I suggest we go round the table first to get everyone’s feedback. After that, we’ll take a vote.

Introducing the First Item on the Agenda

Use these phrases to begin with the first item on the agenda. Make sure to use sequencing language to connect your ideas throughout the meeting.

So, let’s start with
Shall we start with. .
So, the first item on the agenda is

Shall we start with the first item? Good. Peter will introduce our plans for the merger and then will discuss the implications.

Closing an Item

As you move from item to item, quickly state that you have finished with the previous discussion.

I think that covers the first item.
Shall we leave that item?
If nobody has anything else to add,

I think that covers the important points of the merger.

Next Item

These phrases will help you transition to the next item on the agenda.

Let’s move onto the next item
The next item on the agenda is
Now we come to the question of.

Now, let’s move onto the next item. We’ve been having a bit of a personnel crunch lately.

Giving Control to the Next Participant

If someone takes over your role, give control to them with one of the following phrases.

I’d like to hand over to Mark, who is going to lead the next point.
Right, Dorothy, over to you.

I’d like to hand over to Jeff, who is going to discuss the personnel issues.

Summarizing

As you finish the meeting, quickly sum up the main points of the meeting.

Before we close, let me just summarize the main points.
To sum up, …
In brief,
Shall I go over the main points?

To sum up, we’ve moved forward with the merger and expect to start work on the project in May. Also, the personnel department has decided to hire additional staff to help us with the increased demand.

Suggesting and Agreeing on Time, Date and Place for the Next Meeting

As you end the meeting, make sure to arrange for the next meeting if necessary.

Can we fix the next meeting, please?
So, the next meeting will be on… (day), the . . . (date) of.. . (month) at…
What about the following Wednesday? How is that?
So, see you all then.

Before we leave, I’d like to fix the next meeting. What about next Thursday?

Thanking Participants for Attending

It’s always a good idea to thank everyone for attending the meeting.

I’d like to thank Marianne and Jeremy for coming over from London.
Thank you all for attending.
Thanks for your participation.

Thank you all for your participation and I’ll see you next Thursday.

Le riunioni, se pianificate ed organizzate con accortezza, possono diventare uno strumento altamente produttivo.

Fonte: Forbes