Tips for Running Effective Meetings for BrSE

Are you annoyed because employees always make mistakes, the code is still “dirty” even after meeting many times? Have you ever thought to the contrary that the employee’s mistake was because he or she did not properly communicate in the meeting? The Japanese meeting skills will help seasoned programmers solve this problem. The following article will provide useful knowledge in technology project management with international partners.

Initiate meeting

Problem

Before entering the discussion, the meeting host needs to ask questions. This issue is the purpose of the meeting: Discuss, make decisions; Orientation and mastery of thought; Check; Summary, summary. 

After providing enough information about the problems that need to be resolved, allow some time for members to think for themselves. Not all members prepare the content of the meeting in advance, so when asked suddenly, they will not be able to give their opinion.

So this period gives developers a clearer sense of the meeting and the current status of the project. 

See also: Organization and control skills productive meeting for developers

The importance of personal thinking in meeting organization

Personal thinking is essential in meetings. The meaning of a meeting is that everyone discusses an issue that all members are interested in. 

Meeting with no or very little input, it is only possible that the members do not understand or they do not care about the problem. That meeting will be a failed meeting and will have to waste everyone’s time on another meeting. 

Many BrSEs have skipped this important step leading to mistakes in organizing meetings with their teams. Personal thinking time doesn’t need to be long, only 3 minutes maximum, but it will save you 3 hours, 3 days, even months in the process of project implementation. </span >

Discuss in the meeting

This is a time for individuals to share their opinions after taking time to look at the problem. The role of the moderator now is to push people to give their opinions, different positions to discuss more deeply about the issue.

Bloom’s taxonomy of knowledge reviewed by administrators Japanese project managers use to encourage members to participate in discussions in software company meetings.  

Source: Bloombsp Taxonomy&n ;

• Create: Propose new and unique things about the common problem. It can be recommendations on new technology that the company needs to adopt, better bug handling techniques,… 
• Evaluate: Encourage members to defend their opinions, to respond positively with ideas. opinions of other members, even those of superiors.
• Analyze: Ask a developer to examine, categorize, or question his or her opinion just presented.

Note:

For meetings that require in-depth discussion, avoid questions that fall in the bottom 3 layers of the pyramid: 

• Apply: Use information for interpretation.
• Understand: Explains concepts.
• Remember: Recall obvious facts and basic concepts.</ li>

These techniques are great for meetings to spread knowledge and guide staff vision, but they won’t create debates, conversations, or speculations. think personally.

See also: How to write discussion questions 

Composite

During the process of comments, it is the duty of the secretary to record all comments. The most convenient way to maintain and track the progress of meetings is to record them according to T-charts and I-charts. 

This is a very useful tip trusted by Japanese managers, especially Masumi Tani, CEO of ONDO Co.,Ltd. In the book “Effective meeting organization skills – The secret of creative and professional work of the Japanese”, she said that the most convenient way to be able to run a meeting is to record information on the whiteboard according to the instructions. the “frames”.

	T-Chart</td >	Chart I</td >
Framework	2 line structure method	GROW Model
How to do it	Draw a large T, with a horizontal line stating the meeting title; two sections left – right for notes. Sort discussions from two dimensions such as “negative – positive”, “didn’t do well – did well”,… </span >	At the top write the big goal to do. Below are actions to accomplish that goal.
Illustration	Source: “Effective meeting organization skills” – Masumi Tani	Source: “Effective meeting organization skills” – Masumi Tani

Decision

At the end of each debate a decision should be made on next steps, a solution to the problem under discussion, and a realization of the value created at the end of the meeting.&nbsp ;

“All decisions in the meeting must be agreed upon by everyone.”</ blockquote>
 

This is a prerequisite in all meetings. To be able to conclude the meeting, the moderator or bridge engineer needs to ensure the following.

 

Definitely complete

When you want to switch to another owner, the leader needs to make sure that the members have finished discussing the current issue. If you change the topic too quickly, people may fall back on the topic, making the meeting unclear and deviating from the original goal.

 

Therefore, moderators should ask members: “Is there anything else we need to discuss before we change the topic?” 

 

Ensure meeting organization

If someone disagrees with a decision made, ask them specifically why they disagree and get them back to the main goal of life. meeting.

 

Ask the question: “Does everyone agree with this decision?”, and provoke and urge members to think and voice their opinions. .

 

“If no one has an opinion, everyone agrees. I will not accept any more personal comments on this decision that we will implement immediately. Everyone agree?”

 

When no one else has any further comments, the moderator can move on to the next step.

 

 

Agree to next step

The project manager needs to get the agreement and commitment to keep the meeting on schedule.

 

To maintain the development momentum of any project, members need to commit to completing each step in the project implementation time and have a follow-up plan often. 

 

The question here will be: “In the next meeting, what will we do to ensure progress?”

 

For example, today’s meeting is about solving problems in the app matching project. So in the next meeting, will these issues still have to be repeated? If it had to be repeated, what problems would it be? Is it about this bug again?

 

Extract value from the meeting

This is the most powerful method of encouragement and recognition for managers and company personnel. For Japanese leaders, they say, people often miss a great opportunity to engage employees because they rarely articulate the value they have created in the meeting.

 

Here’s an example:

 

Let’s say a member finishes presenting his/her opinion. After listening, he/she commented: “This is a good idea.” Instead of saying the above statement, he/she says: “I listened to your opinion, here are 5 things I learned from your presentation.”

 

Clearly, the following statement is both encouraging that the speaker’s opinion is valued, and at the same time reiterates and remembers the values drawn from the sentence itself. their say.

 

 

Meeting recognition

People rarely accept opinions enough to make recognition a priceless commodity. Members’ opinions or comments help provide the bottom line, making boring meetings interesting and productive.

 

For a manager, you should equip yourself with meeting and organizing skills, not only making you a respected leader, but also help members in the company have a more dedicated spirit.

 

Try to be more open in meetings by accepting feedback with a positive attitude, you will see a noticeable change in the management process your team.

 

Read more: How to end a meeting

 

Publish

 

Meeting secretary edits the meeting text to summarize the main ideas and decisions made. The minutes should summarize the activities of the meeting, the decisions made. 

 

During a meeting, everyone can record and video the meeting progress to send to non-participants who can review and capture upcoming activity.

 

Send this minutes to everyone and it will be a guide for the team’s next activities to the next meetings.

 

 

Summary

 

Meeting is essential in every technology project. The process of the meeting includes: opening, discussion, synthesis, decision, announcement. For programmers working in an outsourcing company with Japanese people, the skill to run an effective meeting is something all programmers need to know.

 

Lisod is proud to be a software development company specializing in cooperation with Japanese customers, who are famous for their fastidiousness and seriousness. Lisod currently has an attractive recruitment program, attracting talented candidates.

 

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