Clawson Michigan Internet Marketing

This article I wrote a couple of years ago is an example of Article Marketing. Writing useful, authoritative information in a “how to” format and publishing it for free helps establish trust with prospective customers

Meetings should start with a report of results and end with a list of actions to be taken. A meetings only purpose should be to support the plan.

Here is a brief outline from the top down, of how to set up a business-operating plan so that meetings serve a useful purpose.

The board establishes a strategic plan that includes short and long term objectives. It also designs a ten year vision. (Ex. Grow sales 20% annually through m/a activity, build new plant in Mexico, Improve existing bottom line by 2%, penetrate the xx market, etc, etc.)
Upper management exacts a plan to meet the objectives. The board reviews and approves this plan. The plan covers one-year (short term) and five-year (longer term) goals.
The plan should at a minimum consider the following aspects:
- Market share and other market-related issues
- Growth projections, including projected sales figures
- Plant, equipment, and human resource needs
- Cost targets
- R&D plans
- Quality objectives, including performance measurables
- Customer satisfaction objectives (and more)

Each manager is assigned part of the plan for execution. They establish goals for their staff to achieve. The staff presents their action steps, which are approved by their immediate managers. Everyone in the organization should have assigned goals.

These items all become part of a living document, the sub-headings of the overall plan, get summarized and reported (up) on a regular basis. It is at this point that middle management interacts with each other to keep time lines on track. This is the reason to have a meeting; to review progress.

The leadership, assuming it is technically competent in the business, and has staffed with competent people, has little to do but review activities in a 2-3 hour meeting once a month.

Now, why does every employee regardless of level use the same meeting format? Meetings are basic to every business. In the overall scope of running a business it is smart to set up repetitive tasks only once. Meetings take people away from the work of getting their job done, so organizing the format helps keep unproductive time to a minimum. Control the overall cost by preprinting the meeting form. A pad of forms (cheaper than copies) should be available in the conference room and required to be completed for all meetings. The meeting content outlined on this form is one way upper management can assign the agenda to be discussed and in what order. When completed, forms can be scanned and emailed to all participants as goal sheets for getting their part of the open issues list completed. The hard copies can be kept neatly bound in the library. The last meetings summary is reviewed at the opening of the next meeting to update the activity for ongoing activities.
The secret here is discipline and training. If a preprinted form is used and the outline on the form followed, top management only has to review summaries to know what is taking place (this is the discipline part). New participants in meetings become accustomed to the format and reporting technique. If the company promotes from within, as people move up the ladder there is less of a learning curve because many of the repetitive tasks are performed the same way at all levels of the company (this repetition is the training part).

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