If a group discussion seems necessary, think of other ways of dealing with it. If the responsibility is yours you can use these ideas, otherwise suggest them to the relevant chairperson.

Modern technology means that it is possible to hold meetings without leaving the building. You could hold a discussion with all the participants by telephone (teleconferencing) which can be arranged by the phone company. This is not only useful in large companies where everyone’s time is valuable but also when participants live in distant parts of the country or abroad.

Another option which saves travelling time for people who would otherwise have to travel long distances is video conferencing. In this case, you can actually see the person you are taking to. You might be able to arrange this to take place in your own company building; otherwise the phone company can arrange it at special local centres.

Computers, too, can be set up so that communication is possible across vast distances. With a modem, access to the Internet and the right kind of software, you can ‘talk’ to people anywhere in the world by typing words onto the computer screen and reading the immediate reply.

To save time and tempers at these kinds of conferences, make sure that you and other participants prepare beforehand as if you were all meeting in one room. The same care in reading documents beforehand and having the relevant material to hand is just as necessary. You must agree a chairperson and secretary. Take time differences into account when making arrangements and start the meeting on time. It is even more important that the meeting is kept to the point because of the cost of using these systems.

Delegate the delegate
Don’t go to meetings if you can send someone else. A properly briefed and equipped member of your staff might be the best person to send. They can report back to you in your own time and you can make any decisions in peace.

You would be failing in your duty if you did not give members of your staff the opportunity to go to meetings. They need to extend their experience and skills and you need staff who can step in when the situation requires and handle all kinds of situations. The more you empower your staff, the better they become and the more productive you will all be.

Make use of your staff’s talents. Frances noticed that her personal assistant in the employment agency, Annie, was good at communicating and taking detailed notes. She gave Annie some training and sent her to the next area managers’ meeting. Annie coped so well that she now attends all but a few meetings on Frances’s behalf. Frances can rely on Annie to put her views forward and report back accurately. Her time is freed and Annie is benefiting from extending her work experience and is destined for a junior manager’s role.

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2. Tips for Effective Meetings – Be More Positive Than Everyone Else In Every Meeting

3. Tips for Effective Meetings – Be Spontaneous and Act Naturally

4. Tips for Effective Meetings – Never Be Late

5. How Effective Delegation Works in the Workplace

6. Tips for Effective Meetings – Get Chronological

7. The Basics of Business – Get Everyone to Talk to Customers Regularly

8. Responsibilities and Resources in Project Management

9. The Basics of Staffing Your Business – Ask the Customer

10. The Basics of Sales Meeting