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6 Aturan Dasar Dalam Menyenggarakan Meeting

6 Aturan Dasar Dalam Menyelenggarakan Meeting

Banyak orang tidak suka dengan meeting atau pertemuan karena ada anggapan orang bahwa kegiatan ini hanya membuang – buang waktu saja. Mungkin ada benarnya juga. Karena itu, ada pertemuan yang baik dan ada pula pertemuan yang buruk. Rapat atau pertemuan bisa menjadi penggunaan waktu yang baik apabila dikelola dengan baik. Dan sebaliknya, meeting hanya membuang-buang waktu, jika dikelola dengan sangat buruk. Ada kurang lebih 6 aturan dasar dalam menyelenggarakan meeting.

Tidak bermaksud meggurui, artikel ini menjelaskan 6 aturan manajemen pertemuan yang dapat membantu terciptanya pertemuan yang lebih produktif atau juga tidak membuat frustasi. Tapi, yang paling penting bahwa setiap aturan membutuhkan komitmen dari semua peserta.

Aturan Nomor 1: Anda harus serius menjalankan pertemuan atau meeting atau bahkan Anda adalah peserta yang hadir, karena bukan orang lain yang hadir atau yang akan menjalankan meeting tersebut. Ini adalah aturan pokok yang paling mendasar dari sebuah Manajemen Rapat. Menjalankan pertemuan yang efektif – atau menjadi peserta daru suatu pertemuan yang baik – berkaitan dengan segala sesuatu yang menjadi perhatian orang lain. Semua aturan lainnya dari sebuah pertemuan berpangkal dari prinsip ini.

Aturan Nomor 2: Persiapkan semuanya dengan baik dan pastikan semua peserta mendapatkan materi sebelum hari H. Distribusikan agenda dan materi pertemuan beberapa hari sebelum hari pelaksanaan meeting. Pastikan semua peserta sudah mengetahui agenda dan mereka juga memiliki akses terhadap materi – materi yang akan disampaikan dalam pertemuan.

Peserta pertemuan tentu saja wajib mengetahui agenda dan bahan pertemuan; dan jika pertemuan itu dikelola oleh sebuah organizer, dan sang organizer belum menginformasikan maksud dan tujuan dari pertemuan tersebut, maka peserta wajib berinisiatif untuk bertanya kepada penyelenggara. Tentu saja tidak ada orang yang mau hadir di suatu pertemuan jika ia tidak tahu apa tujuan dari pertemuan tersebut serta apa yang akan diperoleh dan dicapai pada akhir pertemuan. Makanya pertemuan akan berguna dang tidak hanya membuang – buang waktu dan biaya. Jika belum ada yang diagendakan, yah lucu saja … masa’ ada pertemuan tanpa agenda. Makanya, perlu atau tidaknya sebuah pertemuan dilakukan perlu diperhatikan.

6 Aturan Dasar Dalam Menyelenggarakan Meeting

Sumber Gambar : 1designshop.com

Aturan Nomor 3: Tetap berpedoman pada jadwal. Pertemuan mulai pada waktunya dan berakhir tepat waktu (atau bahkan lebih awal). Mulai pertemuan pada waktunya (on time) membutuhkan disiplin dari penyelenggara dan juga peserta. Tiba terlambat di suatu pertemuan menunjukkan kurangnya menghargai mereka yang suka dengan ketepatan waktu (on time). Tetapi jika semua peserta tahu bahwa penyelenggara akan memulai pertemuan tepat waktu, ada kemungkinan besar bahwa orang lain akan melakukan upaya untuk tepat waktu.

Kebiasaan atau bahkan budaya selsai pada waktunya merupakan hal yang penting dan krusial. Jika setiap orang setuju bahwa pertemuan tersebut akan berlangsung satu jam, makan pertemuan tidak boleh berlangsung lebih lama dari waktu yang sudah disepakatai. Tentu saja, penting untuk menjaga agar agenda tetap realistis. Karena itu, jika hanya 20 menit diperlukan untuk mencapai tujuan pertemuan, pertemuan itu harus berakhir setelah hanya 20 menit. Jika lebih, maka ini akan membuang-buang waktu semua orang.

Satu lagi, waktu pelaksanaan sebuah pertemuan / meeting dilakukan (dijadwalkan) juga sangat penting. Menjadwalkan meeting rutin (reguler) pada waktu – waktu yang kurang penting (misalnya selepas hari – hari kerja atau pada akhir pekan) akan berpengaruh kurang baik. bagi sebuah perusahaan, emergensi akan sebuah keputusan tema mungkin adalah sangat penting sehingga perlu dijadwalkan sebuah meeting untuk membahasnya. Oleh karena itu, maka harus pula memilih waktu yang tepat sehingga peserta menjadu nayaman saat menghadirinya.

Aturan Nomor 4: Tetap Pada Topik. Maksdudnya adalah jangan keluar dari topik pembicaraan yang telah ditetapkan. Kadang – kadang dalam satu organisasi ada satu atau dua orang yang cenderung keluar dari rel pertemuan dan justru bercerita hal – hal yang tidak sesuai; akibatnya waktu hanya habis untuk hal yang tidak berguna dengan materi yang tidak relevan. Apakah Anda adalah penyelenggara atau salah satu peserta, semua peserta rapat memiliki tanggung jawab terhadap tujuan pertemuan dan mengembalikan topik yang telah melenceng.

6 Aturan Dasar Dalam Menyelenggarakan Meeting

Sumber Gambar : homedecortheme.com

Aturan Nomor 5: Jangan Adakan Pertemuan yang Tidak Perlu.
Hati-hati menilai seberapa sering pertemuan rutin benar-benar perlu diadakan. Misalnya, jika Anda memiliki rapat staf harian, seberapa produktif mereka? Bisakah tdak sering – sering diadakan rapat? Atau, mungkinkah rapat diadakan sambil berdiri di tempat dan hanya beberapa menit? Memang rapat staf adalah cara yang sangat penting untuk menjaga komunikasi yang baik di kantor, tetapi penting pula untuk menjaga keseimbangan yang tepat antara komunikasi yang baik dan penggunaan produktif waktu.

Aturan Nomor 6: Rangkum pernyataan dalam peretmuan dengan jelas tentang langkah-langkah berikutnya dan pastikan siapa yang akan melaukannya.Jika keputusan dibuat pada pertemuan penyelenggara rapat harus jelas meringkas apa yang perlu dilakukan dan siapa yang akan melakukannya. Jika penyelenggara gagal untuk melakukan hal ini, salah satu peserta harus mengambil inisiatif untuk berbicara dan meminta klarifikasi dari langkah-langkah berikutnya. Ini sangat penting. Jika peserta meninggalkan pertemuan dan tidak ada yang bertanggung jawab untuk mengambil tindakan pada keputusan yang dibuat, maka pertemuan itu akan membuang-buang waktu semua orang.

Aturan-aturan sederhana dapat berjalan dan berguna untuk menghasilkan pertemuan yang produktif. Mengimplementasikannya tidak selalu mudah, karena perlu persiapan dan disiplin, namun hal ini dapat membuat perbedaan besar untuk produktivitas organisasi Anda. Itulah kurang lebih 6 aturan dasar dalam menyelenggarakan meeting. Semoga bermanfaat.

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