As a newly promoted person to the supervisory position within a sports organization where several of my new subordinates are colleagues I consider friends, I would consider incorporating various essential planning factors to have a successful first meeting. Therefore, the primary factor to consider is to plan to have the right people (staff) at the table by determining who should be present in the meeting and who should not be present. This is because Boehme (2015) argues that some individuals may feel as if the meeting is a waste of their time while some would feel as if the meeting is crucial for team building, collaborating and getting consensus, as well as for sharing essential ideas and information.
Additionally, I would as well plan in having a definite time limit be it a 30- or 60-minute meeting. It implies that I would let my staff in knowing about the time to be taken in advance in addition to refining it when I call for the meeting. For instance, if I would need few minutes of team-building in keeping the staff engaged, then I would incorporate it into the agenda or even encouraging them to come to the meeting early enough. It insinuates that a supervisor holding any meeting should never think of underestimating the connection value, but not allowing it in interfering with the meeting's goals (Diliberto & Brewer, 2014). Besides, I plan on starting the meeting on time and ending it at the scheduled time. Also, my plan is to consider closing the meeting with an appropriate action plan that would extend from my primary goal. This should be achieved by reviewing all the information presented by my staff.
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On the other hand, I would like my agenda to reflect on the goals of the meeting by letting the staff in early knowing what the meeting’s main agenda would be. As noted by Diliberto and Brewer (2014), the participants should be allowed in having time for preparing the required information in addition to their thoughts concerning the vital discussion items. Besides, this meeting would consider giving participants the opportunity of suggesting the items for agenda, especially those that would be overlooked. Importantly, my agenda would as well be reflecting on the shared gathering purpose including decision making, sharing status reports, generating ideas, formulating plans, and communicating other relevant information. Moreover, this agenda would be organized as a formal document listing location, date, time, participants, as well as the key priorities to be covered in progression with the desired outcome and time per topic.
Finally, I would consider taking a stern action when one of my staff friends becomes disruptive by not taking me seriously. This would be achieved by setting ground rules including kicking out those stubborn participants out whether they like or not. Another significant rule would be to have participants staying on the agenda topic, which would assist in pointing out when a given participant has deviated from the agenda by being disruptive (Boehme, 2015). However, while it may appear difficult in dealing with disruptive participants, various techniques can be utilized to assist in bringing back order to a meeting that has gone astray. A gentle reminder of bringing the discussions back to the agreed agenda would be more than enough in regaining control. I would as well consider maintaining control by being capable of holding on confidently to the reigns of control to avoid risking the agenda items to slither into nothingness.
References
Boehme, A. J. (2015). Chapter 1: Planning a Meeting. In, Planning Successful Meetings & Events (pp. 1-16). American Management Association International.
Diliberto, J. A., & Brewer, D. (2014). Six Tips for Successful IEP Meetings. Teaching Exceptional Children, 44(4), 30-37.
