20 Ways to be a good conference leader

20 WAYS TO BE A GOOD CONFERENCE LEADER

1. Anticipate needs. Before the conference get all the data you think may be needed. The discussion can go off in any direction. Even a guided discussion can take unexpected turns. So have all the files at hand. It will save time.

2. Eliminate interruptions in advance. It’s folly for a dozen people to be idle while one person talks on the telephone. “I simply tell our switchboard operator that none of the conference group will accept calls during the time of the meeting. This saves a lot of interruptions,” said a Florida businessman.

3. Have an open mind. If you don’t, why hold a conference? If an employer is determined that things will be a certain way, there’s no need for a conference. Merely an announcement will serve the purpose.

4. Get them acquainted. Be sure all conference members have met each other. A friendly atmosphere relaxes everyone. Be sure to create it.

5. Try to analyze. Break down the problem so you won’t have more than the group can handle. Many subjects are too broad for an effective problem solving conference. Other problems may be beyond the scope of authority of the conference group. Always analyze the problem to determine if it is appropriate.

6. Stay alert. Quick thinking is a must. Day dreaming can cause the conference leader to be caught off guard.

7. Accept all contributions. The fellow who’s not permitted to throw in his 2 cents worth will be miffed. Perhaps his comment is unimportant to everyone else. But it’s important to the person contributing it, so let him say a few words.

8. Keep on the track. Tangents are often interesting but seldom profitable. Virtually every conference will wander out into “right field” if permitted to do so. You, the leader, must keep the discussion aimed in the right direction.

9. Refrain from squelching anyone. It doesn’t pay! If someone gets out of line the others will take care of him.

10. Avoid sarcasm and ridicule. People don’t appreciate it. While it makes a guy feel superior to belittle one of his conference members, it’s nothing short of professional suicide.

11. Use tact. Many people wear their feelings on their sleeves. It’s easy to offend a person when speaking to him in front of others. How you treat a conference member is important. But how he feels you’ve treated him is even more important.

12. Let them save face. When one conference member gets “crucified” by another, put in a good word for the loser. Help save at least part of his face.

13. Have a sense of humor. An occasional laugh improves the “climate.” So be ready to laugh, especially at yourself. “I have two or three jokes ready in advance,” said a Minneapolis conference leader. “I work them in when things start getting stale.”

14. Consider early departures. Certain participants may have special interests or qualifications. Make them feel free to leave after they are no longer involved.

15. Keep it moving. No one else is concerned about the progress of the conference. Be sure that you are. Even the brass should not be permitted to bog down the proceedings. You must keep it moving at all costs.

16. Subordinate your own opinion. Give your ideas. But consider them no more important than those of any other conference member. A Texarkana sales manager said, “Nothing is worse than a conference leader who places his opinion over that of others. He’s taking unfair advantage of his position.”

17. Remain in charge. Either you run the conference or others do. Don’t let it “get out of hand.”

18. Have only one speaker at a time. Side conversations are undesirable since those involved do not hear what is being said in the conference. A good way to stop a side conversation: “Can everyone hear what Mr. Jones is saying?”

19. Get distribution of discussion. Everyone should participate. One or two should not be permitted to hog the show.

20. Push for a solution. Little has been accomplished until the problem is solved. Ever seen a guided missile seek out its target? It’s relentless. A good conference leader is much the same way. He pursues his target, a solution, refusing to be thwarted en route.

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