President Barack Obama meets with members of his Cabinet in the Cabinet Room at the White House April 20, 2009. Official White House Photo by Pete Souza

開會開不完? 問題都出在….

本站遊戲解密有開職場分類,但是都沒有職場文。所以一姊絞盡腦汁也要來寫一篇湊數貢獻給大家。

很多人去上班就是開不完的會,這場開完接著下一場,開到天昏地暗、頭腦不清,忘記去上廁所導致膀胱炎等等。到底開會為什麼會變成一種災難,給大家幾個理由去選擇: 都擠?(日文)

1.等待遲到的與會者

常有一堆人魚貫而入進到會議室,之後發現誰誰還沒到,只好一堆人等一個人。

等待是有成本的,保誠人壽資深副總經理李國華在天下雜誌中提到: 估計過若有8個人一起開2個小時的會,以薪資比例來計算,開會的成本費用是5千到1萬元。照這比例看,高階主管會議8個人等個12分鐘,就要花掉一千元,想像一下每12分鐘就飄走一千元鈔票,做老闆的你有感覺嗎?

臨時決定要開會常常出現這種情形,人不在座位上,可能正好出外辦事,可能有訪客或面試無法馬上參加會議。或者有人就是很惡質地常常遲到。

改善方法:

  • 開會本來就應該事前通知,良好的通知系統,不管是電話email或者日曆通知,一定要確保找得到人。
  • 開會前習慣”揪”一下同事,不要讓他們坐在位置上忘記開會時間。
  • 時間一到準時開會。
  • 2.主持會議者前言太長

    碰過一個小時的會議卻有半個小時都聽主管在罵人? 憂慮公司的未來而語重心長地發表感想? 或者雜七雜八地談到一堆無關會議的事情?

    老實說,業務主管因為業績壓力,有時候罵人也是一種必須,偶爾可以訓練自己被罵的抗壓性,想想可否做得更好!也並不是只有老闆會憂慮公司的未來,跟著一起皺眉頭也沒關係吧? 忍耐是一種修行。

    但若以上情形,是一個經年累月地、沒有改善跡象的無窮迴圈,而且確實跟會議都TMD無關,那麼,除非你的老闆就是郭董或者徐董,否則沒有必要浪費時間,直接打斷談話,提醒應該要進行會議的主題,沒有人會說你不對。我們的大部分時間應該拿來為公司奮鬥,剩餘的時間拿來自我學習和放鬆,根本不用花時間攪和別的。

    如果老闆因此而不爽,把你這個認真的人開除了,去重用點頭部隊,那你跟在他身邊有意義嗎?

    改善方法:

    • 先同意對方的看法,接著溫和地提醒會議內容。

    3.會議過程無效率

    最常出現的問題有幾種:
    與會者對這場會議內容毫無心理準備,臨時被拉進來參加。
    沒有議程(Agenda),針對一個很大的主題東扯西扯。
    只需要一個人先動手開始的事情(例如修改試算表),卻要其他人一起旁觀。
    主管突然對議程外的事情要說明,補充個幾句下來就是半小時或一小時!

    解決方法:

    • 所有會議都應該有Agenda,說明這次開會時間分為哪幾段,各要討論什麼。
    • 有關聯的人才應該進會議室,每次會議都要做好紀錄。
    • 建議白板上只留對理解有意義的流程圖,不要亂畫!

    4.會議沒有結論
    因為太多事情一次開,後面的事情都開到很晚了都開不完,最後草草結束會議。
    開會時被要求準備更多資料。
    公聽會開法: 強迫所有人發表意見,不論其專業程度,涉案深淺。

    解決方法:

    • 針對Agenda逐項紀錄結論,或者預定進度。
    • 若需要準備資料則事先就要安排。
    • 主席講完話,留個發表意見時間來自由討論,紀錄每個有建設性的建議。

    開會是上班最重要的溝通項目,除此之外的事情其實都可以虛擬團隊解決,見面談其實是溝通最好的方式,千萬不要反而變成浪費時間囉!

    同意的話,回到文章最上頭按個讚。

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