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Business Meetings

Picture perfect meetings only exist in picturesStrive for success, not perfection 2

According to MIC Conferencing White Paper

91% - Admits daydreaming 96%- Miss entire meeting 95%-Miss part of it 73%-Brought other work 39%-Even Dozed

Business Meetings
Definition: A gathering in which a purposeful exchange or transaction occurs among three or more people with a common interest, topic, or problem.

Basic Objectives
Sharing Information Improving Performance Dealing with any gaps in communication Addressing the concerns of employees Removing doubts Formulating policy Fixing targets

Step 1-Sending an invite Step 2-Planning duration Step 3-Explaining the purpose of meeting Step 4-Listening well Step 5-Asking open ended question

Kinds of Meetings
Skip level Meetings Stand- up meetings Performance Appraisal Meetings Annual General Meetings


High level of Collaboration

Freedom to express views Leaders communication style

Clear cut agenda

Effective Meeting

Time Management Level of participation Facilitation by Team Leaders Discipline in meeting 8

Characteristics of Productive Meetings

Measurable attributes Non-measurable attributes

When should you call a Meeting?


Don't Call Meetings When:

A phone call or a memo would do. A key person is not available. Participants don't have time to prepare. Personality conflicts or the plans of higher management might make the meeting a waste of time.

Meetings Are NOT Good For:

Updates Getting slacker on track Getting everyone on your page


You Should Consider Calling a Meeting to:

Talk about goals. Reach a consensus. Listen to reports. Discover or solve problems. Train people. Gather opinions.

Call Meetings to:

Explain plans and programs. Keep things moving. Tell people what they're supposed to do and how they're to do it. Build morale.


Meet With People Who:

Have to carry out what's decided Have valuable information or good ideas Can approve the results Represent divergent views Are indispensable to the success of the decision

Three Principal Types of Business Meetings:

Informational Meetings Problem-Solving Meetings Suggested-Solution Meetings


Leadership Styles
Authoritarian: Democratic: Leaderless:


Agenda and Minutes of the Meeting


Informal Responsibilities:
Prepare yourself thoroughly. Assume your given role during the meeting:

Organizer Clarifier Questioner Expert

Critical Tester Conciliator Helper of others Energizer


Procedures: How Do You Run an Effective Meeting?

Begin and end on time. Follow the agenda. Stimulate discussion, encourage full participation from everyone present. Focus the groups' effort on their goals.

Procedures: How Do You Run an Effective Meeting?

Understand the roles of participants: group task roles, group building and maintenance roles, and individual roles. Confront or ignore those working at cross-purpose with the group. Sort, select, interpret data to reach a conclusion.

Procedures: How Do You Run an Effective Meeting?

State the conclusion and plan of action. Follow-up after the meeting has concluded: distribute notes or minutes and take the actions you said you would.

Written record of a groups activities and decisions Summary that reports the gist of what happened not a verbatim transcript They have legal significance


Most are distributed by memo or email.

Layout varies among organizations