The Office

Procedures and Technology

Chapter 8
Meetings and Travel

Copyright© 2007 Thomson/South-Western

Types of Business Meetings

 Informal and small group meetings

 Committee meetings
 Department meetings
 Working with clients or customers
 Formal business meetings
 Follow a definite order of business
 Involve a specific audience
 Often require preparation and follow-up

Topic 8-1 Planning and Participating in Meetings Slide 2

Types of Business Meetings

 Multinational meetings
 Participants may speak different languages
 Participants may be in different locations
 Knowledge of international and business
etiquette is critical
Business
Businessmeetings
meetings
bring
bringpeople
peopletogether
togethertoto
communicate,
communicate,make
make
decisions,
decisions,and
andsolve
solve
problems
problems

Topic 8-1 Planning and Participating in Meetings Slide 3

Planning a Meeting

 Establish a meeting folder

 Determine a meeting time
 Reserve a room and equipment
 Notify meeting participants
 Use reminder systems
 Key an agenda and organize materials
 Prepare the meeting room

Topic 8-1 Planning and Participating in Meetings Slide 4

Meeting Agenda

 Contains a list of
topics to discuss
during a meeting
 May list meeting
participants

Topic 8-1 Planning and Participating in Meetings Slide 5

After the Meeting

 Complete follow-up activities

 Make calendar reminder notations
 Key the minutes
 Complete related correspondence

Key Term
Minutes: the official record of a
meeting

Topic 8-1 Planning and Participating in Meetings Slide 6

Sample Meeting Minutes

Topic 8-1 Planning and Participating in Meetings Slide 7

Leading a Meeting

 Make the objectives of the meeting clear

 Offer suggestions and listen to others
 Encourage everyone to participate
 Summarize decisions and plans
 Identify duties for each person
 Be aware of group
Key Term
dynamics
Group dynamics: the way people
interact and communicate within a
group

Topic 8-1 Planning and Participating in Meetings Slide 8

Brainstorming

 A method of generating ideas

 All ideas are recorded
 Criticism is not allowed until all ideas are
expressed
 Combinations of ideas are encouraged

Topic 8-1 Planning and Participating in Meetings Slide 9

Action Plan

 Focuses on actions
to be taken after the
meeting
 Lists key issues
discussed during
the meeting

Topic 8-1 Planning and Participating in Meetings Slide 10

Teleconference

 A meeting of people in different locations

conducted using telecommunications
equipment
 Audio conference
 Audio-graphic conference
 Video conference

Topic 8-1 Planning and Participating in Meetings Slide 11

Preparing for Teleconferences
 Reserve a room and equipment
 Notify meeting participants
 Prepare and distribute an agenda and
related materials
 Check equipment to be used
 Arrange for technical help if needed

Topic 8-1 Planning and Participating in Meetings Slide 12

 Focus On …
Web Conferencing
 Combines audio, video, and computer
conferencing
 Allows people in different locations to work
cooperatively
 May involve few or many people
 Equipment is becoming less expensive and
easier to use
 Teleconference service providers organize
complex conferences

Topic 8-1 Planning and Participating in Meetings Slide 13

Travel Folder
 Contains background information and
details about a trip
 Reservation confirmations and tickets
 Appointment and meeting details

Key Term
Confirmation number: series of
characters (often text and numbers)
associated with a reservation

Topic 8-2 Arranging Travel Slide 14

Commercial Air Travel
 Reservations can be made several ways
 Travelers should arrive at the airport 1 to 2
hours before flight time
 Travelers and their
bags are subject
to search

Topic 8-2 Arranging Travel Slide 15

Other Forms of Travel

 Rental cars
 Available at airports and other locations
 Prices vary according to size of car and
time/miles driven
 Trains
 Available in many parts of the United States and
other countries
 Overnight trains have sleeping and dining
accommodations

Topic 8-2 Arranging Travel Slide 16

Hotel/Motel Accommodations

 Required for overnight business trips

 Reservations
 Travel agencies
 Hotel or travel agency Web sites
 Toll-free telephone numbers

Topic 8-2 Arranging Travel Slide 17

Itinerary

 A detailed plan of a trip that serves as a

guide for a business traveler
 An itinerary typically includes
 Travel arrangements
 Appointments
 Hotel or motel reservations
 Reminders or special instructions

Topic 8-2 Arranging Travel Slide 18

Sample Itinerary

Topic 8-2 Arranging Travel Slide 19

Support Materials

 Travel tickets and funds

 Passport, visa, health documents
 Confirmations for travel arrangements
 Maps or directions to meeting locations
 Speeches, handouts, reports, or other
documents
 Laptop computer or other equipment

Topic 8-2 Arranging Travel Slide 20

Travel Etiquette

 Be on time for appointments

 Speak standard English
 Avoid offensive body language and gestures
 Taste any food offered by the host
 As the host, pay for meals
The
Theuniversal
universalbusiness
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greeting
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theUnited
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States
Statesisisaahandshake
handshake

Topic 8-2 Arranging Travel Slide 21

Dress for Travel

 Dress appropriately for the type of meeting

 Dress appropriately for travel
 Remember that your dress creates an
impression on the
people you meet
Proper
Properdress
dressand
andtravel
travel
etiquette
etiquettecontribute
contributeto
toaa
successful
successfulbusiness
businesstrip
trip

Topic 8-2 Arranging Travel Slide 22

Passport

 Government document that grants permission

to travel outside the United States
 May be obtained from government offices and
many travel agencies

Source: http://travel.state.gov/passport/passport_1738.html

Topic 8-2 Arranging Travel Slide 23

Visa
 Permit granted by a foreign government for
a person to enter its country
 May be obtained by contacting the
consulate or embassy for the country

Key Term
Embassy: the offices of an
ambassador in a foreign country

Topic 8-2 Arranging Travel Slide 24

Documents for Foreign Travel

The
TheU.S.
U.S.
Dept.
Dept.of
ofState
State
Web
Website
site
provides
provides
information
informationfor
for
contacting
contacting
consulates
consulates

Source: http://travelregistration.state.gov/ibrs

Topic 8-2 Arranging Travel Slide 25

Documents for Foreign Travel

 Health documents
 Records of vaccinations or health tests
 Documentation for prescription drugs
 Requirements provided by the country’s consulate
 Other travel documents
 Work permit
 Tourist card

Topic 8-2 Arranging Travel Slide 26

Travel Safety
 Obtain travel warnings and information sheets
 Do not leave bags unattended or carry items for
strangers
 Keep your passport and money in a safe place
 Use locking devices in your hotel
 Do not leave valuables in a car
 Be aware of your surroundings
 Protect your credit and telephone card numbers

Topic 8-2 Arranging Travel Slide 27

Handling Work

 During the trip

 Identify work to be handled by others while you
are away
 Identify materials to be forwarded to you
 Staying in touch
 Telephone
 E-mail
 Internet or intranet

Topic 8-2 Arranging Travel Slide 28

Handling Work

 Follow-up activities
 Expense reports
 Meeting reports
 Letters
Key Term
Travel expense report: lists expenses
to be reimbursed such as hotel, meals,
and airfare

Topic 8-2 Arranging Travel Slide 29