The next step is for them to choose who should actually attend. It is important to select only the people best fitted to the purpose of the meeting. Sponsors quite often invite too many people. For serious discussion and decision making to take place, however, it is better to limit the numbers to those who are directly involved.
The sponsor must inform those selected of the purpose and significance of the meeting. All attendants should be aware in advance of the agenda that will be discussed and what role is expected from them in the meeting. These steps, in themselves, will all contribute to greater efficiency.
(2) Attendants
Attendants must meet the following basic criteria for the meeting to be productive.
・ All participants must actively contribute to accomplishing the purpose of the meeting(collective participation).
・Each attendant should utilize their own personal knowledge and experience when considering the agenda(individual thinking).
・Attendants must express ideas and exchange opinions in an open and frank manner(group discussion).
・Attendants should try to reach a conclusion based on an unanimous or majority approval.
To meet with the above criteria, attendants should stick to the following rules.
・Be punctual.
・Undertake preparatory work for the meeting in advance.
・Express opinions frankly after considering the matter thoroughly.
・Sometimes offer different points of views so that the issue may be reviewed from various angles, even if these are contrary to your own personal views.
・Refrain from speaking too much or too long.
・Listen to the opinions of others and try to understand them.
・If your opinion is different than the speakers, consider the reason for this difference.
・Do not get hung up on minor details. Discuss the issue constructively, with the aim of producing a conclusion that reflects as broad perspective as possible.
・Distinguish decisions from other remarks.
・Do not leave halfway through the meeting.
・Ask cooperatively with the moderator of the meeting.
