Business Meeting Slide Show

BUSINESS MEETING
SURESH .K
KASI RAMAN .R
RANJITH .P
SHRI HARI RAM
ARAVIND
Business Meeting
• Serve a wide variety of purpose.
• Forum for soliciting input.
• Significant role in international & national
organisations.
• Include board meetings, training sessions.
• Promote unity & cohesiveness.
• An effective managerial tool.
• Includes both meetings and conference.
Meetings and Conference
• Occasion when people • Conference is a meeting
come together esp. to at which people have
discuss or decide. formal discussions.
• Meetings are more in- • Focus of conferences is
house oriented. to invite ideas from
outside sources.
• It usually last for hours. • It may last from a day to
even few days.
Concept of Business Meeting
• To move group actions forward ( Task Focus).
• Presenting information.
• In order to collaborate with each other.
Social reasons:
• Need to belong.
• For the need to achieve and make an impact.
• Need to communicate, build and share a
common reality.
Planning a Meeting
• The task needs to be met, the social needs
must be met.
• Plan for both the meeting content and the
meeting process.
• Pay attention to the process.
• The cost can be considerable.
Identifying the purpose of the meeting:
• The first step is to determine the purpose.
• The more specific we are, the better are the results.
Whether a meeting is necessary?

• Determine whether a meeting is the best way to
accomplish your goal.
• Time may not be lost in transmitting & responding as in
written messages.
Preparing an agenda
• An outline of things to be discussed along with a time
frame for each item.
• Helps focus the attention of both the leader and the
participants.
• Clear objective provides clear direction.
• An outcome is clear description of what will be
concluded by the end of the meeting.
• Prioritize items in terms of importance to most
participants.
• Assign realistic amounts of time to each agenda item.
Agenda for formal, recurring,
business meets
• Call to order.
• Roll call (if necessary)
• Reading & approval of minutes of previous meeting (if
necessary)
• Reports of officers & standing committees
• Reports of special committees
• Old business
• New business
• Announcements
• Programme
• adjournment
Each item to be covered under these headings should be
identified
Meeting process
• Deciding who should attend.
• Clarity about who should run the meeting.
• Plan, discuss and assign roles.

Deciding who should attend
• Everyone at the meeting should have a specific
reason for being there.
• Include people who can contribute to solve the
problem.
• Keep the meeting to a manageable no of
people.
• Don’t underestimate the group members.
Plan, discuss & assign roles
• Atleast the following 4 important roles are

played in any well conducted meeting;
* Facilitator
* Recorder
* Leader
* Participant
Pre- and post-meeting
communication
• Before the meeting ,be sure to consider:
* Advance agenda
* Participants
* Time and place
* Preparation of materials
* List of audio/video equipment available to
presenters
* Request for any specials needs
Pre- and Post- meeting
communication
After the meeting, be sure to capture
decisions
action items
open issues
then these notes should be distributed to all participants.
Conducting the Meeting
• Encourage punctuality.
• Following the agenda.
• It is likely to follow parliamentary procedure.
• Do not monopolize the discussion.
• Summarize at the end of the meetings.
Leading effective Meetings
• Keep track of time.
• Open the meeting with appropriate remarks.
• Establish the right tone.
• Be sure to identify any participants unknown
to the group.
• Discuss the agenda of the meeting in general.
Leading effective Meetings
• Determine which problem solving strategy is
appropriate.
• Identify, if any, time constrains not already
mentioned in the agenda.
• It is imperative to have a balanced
participant from all the members.
• Use agenda to keep discussions on track.
• Close the meeting in time once the items on
the agenda are covered.
MINUTES
Minutes
• Minutes are an official record of the proceedings.

• Formal meetings require formal minutes of what took
place.
• Minutes should be accurate, objective and complete.
• The first paragraph of the minutes should identify the type
of meetings.
• The middle paragraph of the minutes should discuss the
agenda.
• The last paragraph of the minutes states the time set for the
next meeting.
Transcribing Minutes
• Transcribe minutes soon after the meeting
• Follow the format used in previous minutes.
• "RESOLVED, THAT..."
• All materials to be attached
• Write "Submitted by" sign and date
Strategic issues related to Effective
meetings
To meet or not to meet.

• Has a goal been set for the meeting?
• Has an agenda been created ahead of time?
• Will the appropriate people be attending?
• Can the information be covered in an e-mail or
memo?
Non-Verbals in Meetings
• Physical, non-verbal messages often send a
much louder message than spoken words.
• Words we say: 7%
• Tone of voice: 38%
• Body language: 55%
Evaluation of Meetings
• Attendee evaluation: asking attendees to fill
out anonymous paper surveys.
• Internal evaluation: asking the management

and the planning team to list their goals.
Types of Meetings
Formal meetings :
 Organizational structure.
 Permanent.
 Formal.
Informal meetings :
 No formal authority.
 No fixed agenda.

Business Meeting Slide Show

Uploaded by

Copyright:

Available Formats

Business Meeting Slide Show

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Business Meeting Slide Show

Uploaded by

Copyright:

Available Formats

BUSINESS MEETING

Whether a meeting is necessary?

• Clarity about who should run the meeting.

• Plan, discuss and assign roles.

• Atleast the following 4 important roles are

• Minutes are an official record of the proceedings.

To meet or not to meet.

• Internal evaluation: asking the management

You might also like

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.