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better results, more ideas and make people think out of the box while having meetings or
work with a group to solve a certain task. Many thoughts about this came to my mind during
discussions and meetings at my time in Summer Academy Hungary and that’s why I wanted
to explore ideas around this topic in my essay.
Brainstorming on successful meetings
When we as a group face a task or problem, we first start collecting information about it and
then we probably have a discussion about how to handle the situation. That is when we are
having a meeting, to structure it up to get an overview and see the whole concept. Different
kinds of meetings are held all over the world every day, but why is it that some meetings are
more successful and efficient than others?
After discussions in groups and brainstorming, I established, with help from my colleagues, a
notion of the most important issues while having meetings. I wrote them down on a flipchart
and called it meeting management -how to manage successful meetings. The brainstorming
ended with a systemic view of how to reach high innovation level when leading a meeting.
Summer Academy Hungary 10.8.2007
ESTIEM – European Students of Industrial Engineering and Management
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Fig 1: Leadership in meeting management.
Summer Academy Hungary 10.8.2007
ESTIEM – European Students of Industrial Engineering and Management
4
My result of brainstorming and analysis of leadership in meetings, where three main issues
that has affects on the output from meetings:
Goals of the meeting
The leader
Activeness among people
Following are a presentation of these aspects and their meaning.
Goals of the meeting
The core of meetings is the goal, which every convention is built upon. A goal to reach and
aim for, that can either be task oriented or a problem to solve. To get a group of people
reaching the same goal is the challenge for every meeting. Therefore it’s important for
everyone to understand, be involved and share this goal with all participants on the meeting.
When all delegates are convinced about the goal and what to aim for, the group can achieve
wanted results.
Leadership is about drawing the big paint-brush moves so the whole group can see what the
picture will be.
The Leader
Due to that leadership is such a wide topic; I will moreover focus on issues that are important
while moderating a meeting. One of many general definitions of a leader is:
“The ability of an individual to influence, motivate and enable others to contribute toward
the effectiveness and success of the organizations of which they are members.”1
For understanding concepts of leadership and also work professionally with it, it’s required to
have some own experience of leading groups. Experiences also make the leader
understanding the importance of being objective, for example when collecting ideas from the
group and then adapt every idea no matter how important it seems to be for the moment.
1 House, R J. 2004: page 15
Summer Academy Hungary 10.8.2007
ESTIEM – European Students of Industrial Engineering and Management
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Motivation is important whatever the leader’s task is, in a meeting the main consequence of
motivation is active and concerned members, which makes the whole meeting creative and
able to succeed great ideas or solutions.
Being a leader also means to have different roles in different situations. While working with
people and at the same time moderate group activities, the leader needs to find a balance of
relations between being a leader, boss and buddy with the collaborators.
“The leader leads, and the boss drives”2
Task of a leader
Communication is a key in business today3, and also a key in the process of meetings.
Therefore leaders’ communication skills is crucial, and also open lines of communication that
are both clear and understandable, is needed. Information about the task or mission, but also
reports about the process in the group and subgroups need to be forwarded to everyone
concerned. For example what has been done since last time, where we are and where we are
heading with our mission, this is to give a structure and letting everyone understand the
process. While keeping control of what’s going on, the leader also has to keep an overview of
the process, he or she needs to summarize and inform to the others what has been decided.
The communication takes place both among team members and between possible levels in
organization.
Being a group and having teamwork requires a lot of trust, in which we get from
understanding and respecting the individuals we are working with. Many people don’t like
　
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