Different meeting systems, such as huddle, Robert’s Rules of Order, open space, and online meetings, can be used to facilitate meetings and achieve goals. The system used is usually decided by management or majority vote. Each system has its advantages and disadvantages.
A huddle system is a technique used to make meetings, conferences, or other gatherings of individuals go more smoothly, make mutually acceptable decisions, or otherwise accomplish a goal. There are many different meeting systems available for companies, groups or government bodies to effectively facilitate meetings. The system of meetings used is usually decided by the management of a company or agreed upon by majority vote within a group. A system can be structured or unstructured and is usually limited by certain rules and time constraints.
“Robert’s Rules of Order” is a common meeting system used by many business and parliamentary bodies. The system was developed in the early 20th century and employs a series of rules for conducting a meeting. Meetings held under the Rules of the Order of Robert usually have a chairman or president who oversees the events. Rules determine who should speak, how long that person speaks, how items are voted on, and the order of events in the meeting. The system can be modified to suit a company’s needs or altered by a government entity using it. The advantage of this type of system is that it often prevents lengthy debates from hogging meeting time and provides an orderly process for achieving objectives. The downside is that the rules are complex and time-consuming, and therefore many employees may not be familiar with the entire system.
Open space is a much less structured meeting system and is often used by a company at a conference, retreat, or even a weekly staff meeting. Under this system, a goal or several objectives are given to the participants at the beginning. Attendees break into groups and use creative processes to try to achieve the goal during the course of the event. An open space meeting system is effective for involving the majority of employees or participants in the process, but the lack of structure in this system may not be appropriate for all companies.
Companies that have employees in multiple geographic locations can often use an online meeting system. Websites or software programs allow a person to hold a meeting over the Internet. These programs often have a voting system that can be used to decide issues and allow participants to participate via Internet chat or voice technology. The organizer can use this meeting system to mute phone calls from participants and decide on the order of events and who can speak when. These systems often allow users to give PowerPoint presentations, show videos, and use screen sharing technology for training purposes and to achieve other goals.
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