Chapter 25 Chapter 7 Eloquence when presiding over a meeting: embodying the quality and ability of a leader

Many leaders believe that meetings are just a formality and that hosting them is easy.actually it is a kind of misunderstand.It is not an easy task to really host the meeting well, fully mobilize the enthusiasm of the participants, and achieve the expected results. The leader is the "helmsman" of the meeting. He must grasp and steer the boat of the meeting at any time, inspire and guide everyone, always follow the established topics and agenda of the meeting, and conduct sufficient discussions in order to achieve the expected goal as scheduled.This requires that the leader must make the participants fully understand the topic.At the beginning, it is necessary to explain what topics are shared by the meeting, how to conduct it, what are the requirements, what tasks the participants will undertake, and many other links. No matter which link is not handled properly, it will affect the effect of the meeting.Effectively hosting a meeting is an important aspect of a leader's speaking level, and it is also a basic skill of a leader.

Among them, which one should be decided by the participants at the meeting; which one only needs to listen to the opinions of the participants for further supplementation; which one is just an informative greeting and introduction, and will not be discussed for the time being ; Which one of the participants must be consistent with the superiors, only study how to coordinate actions and so on.In order for the participants to understand clearly, then the leader presiding over the meeting must speak clearly and explain the purpose, requirements, and content of the meeting to everyone. The level must be clear, the logic must be strict, the expression must be accurate, and the center To stand out.Do not distinguish between primary and secondary, regardless of severity, and the content is complicated, so that the audience does not know what to say and has nothing to follow.Therefore, to do a good job in hosting work meetings, leaders need to pay attention to the following points:

This is the easiest principle for the person in charge of the meeting to implement.And due to various historical reasons, it is difficult to implement one.Due to the lack of meeting awareness, some people think that the meeting is not important, and they will arrive at 10 o'clock at 9 o'clock;In this case, the leader should lead by example, so that the meeting can have a good start, and it is also the first step to improve the efficiency of the meeting. When a leader speaks at a meeting, it is the most basic requirement to let every word and sentence he utters reach the ears of the participants.The loudness of our speech not only refers to the volume, but also includes the strength of the speech, clear enunciation, and a strong sense of rhythm.Can express the self-confidence of leadership and the strength of struggle in the voice.If the leader's speech is weak and the tone is flat, it will appear to lack vitality.Leaders can express rich thoughts, feelings and viewpoints through the change of tone, so that the participants can resonate in thoughts and feelings, and make their speeches more appealing and shocking.A solemn and serious meeting requires a gentle and steady tone; a cheerful and relaxed meeting requires a brisk and casual tone.

Be sure to include everyone in the discussion and in the decision making.If you know a meeting attendee likes to make post-meeting comments, try to get him to speak at the meeting and make his point clear.That way, he can no longer disagree after the meeting.This requires the cooperation of other participants.It's an art of leadership that saves a lot of time in meetings. Talking privately in a meeting will only lead to conflict and discord.The moderator cannot allow anyone to break up the meeting into sub-groups.It should be possible for all participants to hear everyone speaking.If the whisperer persists, draw everyone's attention to him and kindly ask him to tell everyone what he has said.

Don't turn a blind eye to differences, and don't try to avoid them.Acknowledge disagreements and bring them to the attention of the participants.Disagreements are made public so that participants can make informed choices.You can ask both sides of an argument, "Which side are you really on?" Then ask, "Why did you take that position?" Finally, ask, "What do you suggest we should do?" will weaken. As soon as you find that there is going to be a "cold situation", immediately use comments, questions or explanations to encourage everyone to continue the discussion.Be aware that the gradual decline in the opinions expressed by the participants means that their sense of urgency and ability to deal with problems will also decrease.

This is often the case during meetings: Sometimes everyone’s opinions are concentrated, but the meeting host cannot sum up in time, and asks everyone to switch to another topic, which leads to a cold break and delays the time; No one said a word, some people tossed and turned, couldn't get to the point, and went further and further away; sometimes people argued endlessly and were not convinced by each other. Summarizing is a technique for reporting to everyone how the meeting went.The moderator can also summarize the differences of opinion to draw the attention of the participants.Otherwise, disagreements will be ignored in the discussion.It's frustrating for everyone if it doesn't show up until the end of the meeting.

The weight of language is composed of two main factors: meaning and attitude.Word meaning refers to the original meaning of language, and attitude refers to the expressions and emotions held when expressing.For example, if the leader presiding over the meeting wants to criticize the work mistakes or major mistakes of the subordinates, there is a problem of weight here.If it is an individual or general mistake, and the weight of criticism is too heavy, it will be suspected of making a big deal out of a molehill. I am not convinced, and everyone is not satisfied.If it is a major mistake and the weight of criticism is too light, it will not achieve the purpose of educating oneself, and it will also give everyone a sense of protecting the parties involved and covering up mistakes, which will not make those who hear it enough to warn.This is also a requirement of "degree".

Of course, instead of doing specific analysis and convincing people with reasoning, but going on the outline infinitely and talking nonsense, it will not have good results.Therefore, according to the nature and extent of the problem, when speaking, there is a question of what is the appropriate scale between the seriousness and the seriousness. Proportion is a measure of the weight of language.But to grasp the propriety, one is to pay attention to the nuances in the meaning of words, especially the nuances between synonyms and near synonyms.The second is to pay attention to the difference between attitude and intonation, which will also affect the weight.Our purpose is to both clarify the problem and educate comrades.Pointing out the seriousness of the problem and making serious criticism does not necessarily have to be loud and harsh.Harsh language, rough attitude, or even hurtful words, taking sarcasm, sarcasm, and ridicule for pleasure will definitely cause the other party's resentment and resistance, which is not conducive to problem solving or unity.

Once the meeting agenda is issued, do not change it, and do not exceed the stipulated time.If meeting proceedings drag on, take immediate action.Clearly tell everyone that the meeting must be completed within the specified time.This is the most popular move. In the process of conducting any meeting, some unexpected situations may arise.For these situations, the host must be calm and calm, and deal with them properly by his own adaptability. Cold space is a common problem in conference activities that makes the conference host quite difficult to handle.There are many reasons for the cold field, and we should take different measures for different reasons.

The participants were unprepared and it was difficult to speak for a while.Especially if there is no greeting in advance, the impromptu meeting is prone to cold spots. At this time, the meeting host can encourage everyone to talk about immature opinions first, and then supplement and improve them during the discussion.You can also let everyone make a short preparation first, and then speak. If the participants do not understand or understand the topics discussed, they feel unable to open their mouths. The meeting host should explain the topics in detail and clearly, and patiently enlighten the participants.

The topic of the meeting directly involves the interests of the majority of the participants, and the host of the meeting should first inspire those who have little to do with their interests, or who are generally recognized as upright and fair, to speak, and then gradually deep.As long as someone starts, the cold scene will become lively. The topics of the meeting are difficult and complex, and it is not easy to put forward clear opinions for a while and there will be a cold room. At this time, the meeting host can start from the simple to the deep, inspire everyone to use their brains, and gradually get in touch with the essence of the problem. Comrades take the lead in speaking, open a breakthrough and then guide everyone to discuss and speak. When some people are silent at the meeting, the host should think about the reasons for the silence and take targeted countermeasures.Silence in meetings usually occurs in the following ways: Concerned, shy silence.In this regard, the host of the meeting should look for opportunities to encourage these people to speak, express interest in their speech, and encourage them to speak boldly. The silence of the minority.When the majority of people agree with a certain opinion at the meeting, and there is a one-sided situation, those who hold a minority opinion know that their opinion has been isolated, so they stop talking.In this case, the host should not rush to agree with the opinions of the majority, but should patiently and enthusiastically encourage those who disagree to express their opinions for comparison. Indifferent silence.When the topic of the meeting has little to do with some people, some people will think that the topic has nothing to do with them, and they will not use their brains with an attitude of indifference.The meeting moderator should take appropriate methods to guide them to the meeting topics and prompt them to think about problems. Opposite silence.Some people have antagonism towards the meeting host or the meeting topic, and they will ignore it.If it is really necessary for their opinions to be made public, the meeting moderator should actively and enthusiastically guide them to speak, encourage and support even opposing opinions, and don't mind the opinions that arouse fierce words later. Of course, there were silences at the meeting for other reasons as well.If some people do not say a word, it may be to express their agreement. Some people may not express their opinions temporarily because they want to hear other people’s opinions. Some people do not express their opinions because they have no new opinions. In the speeches at the meeting, there is often a phenomenon of going off topic.This phenomenon is exactly the opposite of the cold scene, and it can be regarded as the meeting being "enthusiastic" too much.When digressing, you can't twist it forcefully, and you can't not twist it.Strong twisting will dampen enthusiasm, and non-twisting may lead to ineffective meetings. There are two main situations in which there are digressions: one is a gossip-style digression.Talk about rumors, anecdotes, and gossip that have nothing to do with the topic in the meeting discussion, and like to talk about the sea and the sky with relish, and the more you get away from the topic, the farther you go.This phenomenon usually occurs because the participants think that the topic has nothing to do with them and are not interested; some people think that the topic is not easy to speak, and indulge in extra-topic words.At this time, the moderator should take measures: first, take a certain sentence in the discussion, and lead it back to the main topic subtly and naturally; A kind or witty remark cuts through the discussion and brings it to the point. The other is a playful digression.In order to express their talents or show their opinions, the speaker consciously or unconsciously speaks about the content that has nothing to do with the topic.The handling of this digression should not be simple and rude, but should try to remind the speaker in a manner that does not affect the mood and atmosphere as much as possible. Generally speaking, a policy meeting is also called a meeting to generate ideas, which refers to a meeting that formulates the guidelines and goals of an organization's future development.When hosting such meetings, leaders should take care to: Leaders and attendees establish equal relationships.In this kind of meeting, the general participants make suggestions for the future of the organization, so there is no relationship between superiors and subordinates in terms of status, and the participants are equal regardless of rank.Only in this way can everyone broaden their thinking and develop a satisfactory blueprint.Leaders should not limit the scope of issues discussed, but encourage and guide participants to fully express their ideas. When discussing the feasibility of a certain plan, the scope of the argument must be wide and the argument must be sufficient. Although this may lead to disagreements among the participants, as long as the meeting host is good at discovering new problems, new ideas, and Prompt the participants to openly debate and argue, so as to fully recognize the views of all parties, so that reasonable decisions can be made.But it should be noted that this kind of debate should be based on not affecting the feelings of the participants. Therefore, the leader should also pay attention to grasping and controlling the atmosphere of the discussion. The format of the meeting must be open.Policy meetings, the most important thing is to brainstorm, so everyone should be encouraged to express their opinions.Leaders must not simply make affirmative or negative opinions, thereby closing the minds of the participants, but should try to let everyone use their innovative abilities. Attention should be paid to promoting all parties to learn from each other's strengths and unite and cooperate.The meeting where policy is produced, although not necessarily determined on the spot at the meeting, still has a clear goal.At the beginning of the meeting, the leader should emphasize that the achievement of the goal of the meeting depends on the joint strength of the participants, and let them form a common desire, so as to avoid some unnecessary mutual disputes. When the meeting is about to end, the leader who chairs the meeting should also systematically summarize the opinions of the participants, emphasize the success of the meeting and affirm everyone's efforts.This can enhance the sense of belonging and pride of the participants, which will be of great help in the specific implementation work once the decision is made to implement these ideas in the future. At the end of the meeting, the leader should make a comprehensive and objective summary of the relevant situation of the meeting and the results achieved, and explain the undetermined or unresolved problems.How well the meeting is summed up is an important aspect to measure the level of leadership.Some leaders can summarize the relevant situation of the meeting very concisely, in a very general way, and at a high level, so that people can understand it as soon as they hear it.But some are not good at summarizing, and they are not sure about the essence of the meeting. They either repeat other people's words over and over again, or say some irrelevant words, which have neither depth nor height.The summary of the meeting should reflect the characteristics of conciseness, comprehensiveness and accuracy, prominent focus, and seeking truth from facts.A good summary can help participants deepen their understanding and grasp of the spirit of the meeting, and is conducive to the implementation of the meeting. Although there is no fixed pattern for the meeting summary, its content should generally include the following aspects: ⑴Basic situation of the meeting This part mainly talks about the process of the meeting and the performance of the participants.The meeting process is mainly to summarize and analyze several important links of the meeting, and to evaluate the implementation of each link; how the participants performed during the meeting should list typical examples for comment.It is necessary to explain to the participants how long the meeting lasted, what agenda was carried out, what was done, how it was done, and the degree of participation of the participants. ⑵The main results of the meeting This part is the focus of the meeting summary.It mainly talks about which thoughts were unified, which understandings were raised, and which problems were solved through the joint efforts of everyone.It is necessary to summarize and summarize a few items from a high-level view, so that people feel clear and easy to remember.Talking about the harvest should closely follow the theme of the meeting, highlight the problems, and truly conform to the actual situation of the meeting.Each achievement should be illustrated with specific examples, and attention should be paid to quoting the speeches of the participants, especially some good opinions, suggestions, and specific measures and plans, so as to give people a concrete and vivid feeling. ⑶ Opinions on future work This part is mainly based on the general spirit of the meeting, combined with the actual work, to put forward opinions on implementing the theme of the meeting.It is to put forward specific requirements for the communication, study and implementation of the meeting, decompose the goals, tasks, policy measures determined by the meeting, and implement them to the relevant responsible units and responsible persons. In order to obtain the method of meeting summary, the following methods can generally be adopted: (1) Direct narrative method It is to briefly review and describe what the meeting has done, what consensus has been reached, what problems have been solved, and deepen the impression of the participants.For example, "In this meeting, we communicated which documents we studied, which decisions we studied and discussed, and the leader of XX made an important speech, and made specific arrangements and deployments for the next step: one is... two is... three is ...These opinions are completely in line with our reality, and are of great significance to promoting work. I hope that everyone will earnestly implement them and achieve results. To implement the spirit of this meeting, I would like to make a few more opinions: 1... 2... three……" ⑵ induction It is based on a brief review of the meeting and a high-level induction and generalization of the entire meeting.For example, "Our meeting was very successful. In summary, there are several characteristics: 1... 2... 3... Our meeting formed a consensus on several aspects: ... initially solved several problems : ... Now, everyone has reached a consensus on solving these problems, and has come up with specific countermeasures. The key to the next step is to implement them well.” ⑶ agitation method In the absence of a comprehensive summary of the meeting, summarize with encouraging words, put forward hopes and requirements for everyone, and call on everyone to work hard to achieve a certain goal or complete a certain task. Whether the summary of the meeting is detailed or brief depends on the requirements of the meeting, the atmosphere of the meeting, the participants, the time arrangement, etc.It can be adjusted, perfected and mastered flexibly according to the general structure and methods introduced above.