BC ppt unit 8.pptx

8/14/2019 BC ppt unit 8.pptx

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Unit-8Dr. Smita Choudhary

MB0039

Internal Business Communication-Guidelines for Meetings


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Unit Outline1.Types of Meetings

2. Before the meetings

3.During the meeting

Conducting the meeting Etiquette for meeting

4.After the meeting

5.Common mistakes made at meetings


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AGENDA MEETING SAMPLE

Agenda for the steering committee meeting Tuesday July, 18 2011, at

9.00 hrs., New York office

Opening/Welcome (9.00 - 9.05)

Announcements and documents received (9.05 - 9.20)

Approval of minutes of meeting held May 12, 2011, as well as action

list (9.20 - 9.35)Evaluation information programme. Mr. Johnson has prepared the

evaluation of this programme, and asks input from the participants

before publishing (9.35 - 9.45)

Proposal for harmonization of the packaging. Mrs. Leeson has made a

first proposal, and wants to discuss this in the meeting (9.45 - 10.15)

Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25)Any other business (10.25 - 10.40)

Adjournment(10.40 - 10.45)


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Types of Meetings

Task Oriented meetings -

assign tasks for specific events

Progress meetings reviewprogress on specific activities

Information sharing meetings

- exchange informationconcerning the organization

Problem-solving/ decision-making meetings- makeimportant strategic decision


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Before the Meeting

Determine need for a meetingexamine availability of

other channels , key people , time

Select type of participantsrepresent all interests and

areas

Decide number of participantsdepend on type ofmeeting

Prepare agendapurpose of meeting and topics to be

discussed


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Components of an agenda

1. Time , location and

duration of meeting

2. Meeting participants

3. Background of meeting

4. List of issues to be

discussed and goals/

desired outcome

5. Brief to participants on

meeting preparation


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During the Meeting


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During the Meeting

1.Opening the meeting- Recap of goals/agenda

- Background information

- Preview of meeting

- Time budget

2. Encouraging balanced participation

- Ensure contribution from all members


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During the Meeting

3. Managing time

4. Keeping the Meeting Focused

Reminding members about the time constraints

Summarising and moving on

Postponing discussion of irrelevant ideas

5. Ensuring convergence

6. Summing up

7. Concluding the meeting8. Keeping minutes of the meeting- when to close the meeting

- how to close the meeting

Keeping minutes formal and informal meetings


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Name of Organization:

Purpose of Meeting:

Date/Time:

Chair:

Topic Discussion ActionPerson

Responsible

1.

2.

3.

Example of Minutes Form


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Meeting etiquette

Be brief and to the point

Do not say something for the sake of it

Contribute to add value

Give credit where it is due

Keep an open mind to facilitate convergence

Do not interrupt

Always address the chairperson

Use tools and technology with care


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After the meetingFollowing up on the meeting

Plan/prepare agenda for next meeting

Monitor progress on follow- up actions

Do your own ground work


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Common Errors made at Meetings

Unstructured meeting

No agenda

No briefing to participants

Lack of preparation

Discussion of irrelevant issues No adherence to time limit


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Common Errors made at Meetings

Lack of organization

No convergence

Lack of direction

Frequent interruptions

Individuals dominating discussions No follow-up to ensure goals are met


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Agenda

A comprehensive list of topics to be discussed during a meeting, participants andexpectations from them and other relevant details

Minutes

A permanent written record of the proceedings of a meeting

Overhead questions

Questions addressed to all the meeting participants

Direct questionsQuestions that are addressed to a particular individual

Relay questions

A question asked by a meeting participant that is referred by the chairperson to the

entire group

Nominal group technique

A technique to encourage all meeting participants to contribute their ideas whichare then evaluated by the entire group


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BC ppt unit 8.pptx

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