There are 5 main Business Meeting roles
Not everyone attending a business meeting has the same job / role / purpose during the session.
In fact, it is vitally important that the person running the meeting (the Meeting Lead / Convener / Chair) be familiar with the benefits of each role / meeting function, as it will guide them on who to invite, thus ensuring a successful meeting.
It is as important that a person invited to attend a meeting be aware of the role they are expected to play in its success. For example, if a stakeholder thinks that they are a general attendee, they will not realise that it is their ‘job’ in that meeting to provide their opinions, expertise, input and important information and instead they will just sit there and listen without contributing. This will cause the meeting to struggle to succeed because the meeting attendees then don’t have the relevant information the stakeholder could have provided.
It is the responsibility of the Meeting Lead to invite the correct people to attend. It is also their responsibility to ensure that each person attending knows what is expected of them during the session. The Meeting Lead can avoid confusion and any misunderstandings by:
1 Making this clear in the meeting invitation email, so that everyone can come prepared; and by
2 Once again reminding everyone at the start of the meeting.
The above YouTube video (click on the image to see the video) explains each of the 5 meeting roles, their benefits and when to invite each one to attend a meeting.
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