Unit-8

Dr. Smita Choudhary MB0039

Internal Business Communication-Guidelines for Meetings

1.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

Unit Outline

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)

Types of Meetings
Task Oriented meetings assign tasks for specific events

Progress meetings review progress on specific activities

Information sharing meetings - exchange information concerning the organization Problem-solving/ decisionmaking meetings- make important strategic decision

Before the Meeting

need for a meeting examine availability of other channels , key people , time Select type of participants represent all interests and areas Decide number of participants depend on type of meeting Prepare agenda purpose of meeting and topics to be discussed
Determine

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

During the Meeting

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

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. 6. 7. 8.

Ensuring convergence Summing up Concluding the meeting Keeping minutes of the meeting
when to close the meeting how to close the meeting Keeping minutes formal and informal meetings

Example of Minutes Form

Name of Organization: Purpose of Meeting: Date/Time: Chair:

Topic 1.

Discussion

Action

Person Responsible

2.
3.

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

After the meeting

Following up on the meeting

Plan/prepare agenda for next meeting Monitor progress on follow- up actions Do your own ground work

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

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

Agenda A comprehensive list of topics to be discussed during a meeting, participants and expectations 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 questions Questions 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 which are then evaluated by the entire group