The Best Techniques for Hosting Change Management Meetings

Due to host a change management meeting? Here are some great techniques for getting everything done.

18:58 11 June 2020

Change management experts know that communication is the key to implementing any type of change management process because every employee needs to be kept in the loop. This is so that they understand their role and the importance of it in achieving the company’s objectives. This is true whether it’s structural reorganisation or simply a change in internal processes.

 

Facilitating successful meetings is part of this communication process. This is something that can be undertaken with change management certification which will take you through the following key tips:-

 

Establishing the purpose of the meeting

 

Having a clear idea of what you want to achieve is the starting point of any meeting but ultimately all those in attendance need to feel they have a voice an and opportunity to air their thoughts. Everyone should leave feeling heard, positive and fully understand the whys and wherefores of any decisions and plans that are made.

 

Planning the meeting

 

Although a meet and greet or get together over coffee (and perhaps cake?!) is nice – you really need to think about exactly who you will be inviting to fulfill the purpose of the meeting. Do you want your meeting to get everyone on board regarding an objective, share information, start a debate or undertake training? Being accurate regarding your publicity on the purpose of the meeting will help prepare those you are inviting and encourage attendance if you want a “full house”.

 

The right timing

 

With busy working and personal lives; you need to hold the meeting at the right time depending on how relaxed or awake you want your staff to be! It helps to give plenty of advance notice and a start and finish time so employees can fit it around other commitments or their workload unless attendance is compulsory of course! Providing a warm and welcoming yet professional environment will help to overcome any Silo mentality.

 

Pick the right venue

 

The meeting may be held in the office, but the phone ringing and other distractions can interfere with concentration. It may be tempting to turn the meeting into a social occasion, but a pub may not be the best choice! Holding the meeting in a professional or neutral environment will set the right business tone as long as you ensure there is enough space, lighting, fresh air and any technological needs can be catered for.

 

Key speakers and roles

 

Key speakers and those fulfilling specific roles need to be informed in time so that they can plan and bring what they need in order to facilitate their needs. It is also helpful to have a set agenda and a minute taker in case there needs to be further clarification after the event.

 

Make it interesting

 

People absorb information in different ways so use a variety of communication mediums as well as a question and answer session and the ability to chat further in small groups so that everyone feels as though they have taken something constructive away with them.