Participate in Business Meetings


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  • Participate in Business Meetings

    1. 1. Meeting Etiquette
    2. 2. <ul><li>“ One of the biggest complaints about most organizations is meetings . . . they waste too much of our precious time…” </li></ul><ul><li>“ Meetings are important because that is where an organization’s culture and climate perpetuates itself.” </li></ul><ul><li>“ Meetings are one of the ways that an organization tells its workers: “You are a member.” </li></ul>
    3. 3. Negative <ul><ul><li>No agenda, meeting lacked direction or clear objectives </li></ul></ul><ul><ul><li>Boring, Slow, Too long </li></ul></ul><ul><ul><li>Going around in circles </li></ul></ul><ul><ul><li>Same people dominating discussion </li></ul></ul><ul><ul><li>No decision making </li></ul></ul><ul><ul><li>No progress on action items from previous meetings </li></ul></ul>
    4. 4. Positive <ul><li>Rigid meeting duration/start & end on time </li></ul><ul><li>Agenda sent to participants ahead of time </li></ul><ul><li>Allocated rolls and rotated </li></ul><ul><li>Attendees engaged & contributed </li></ul><ul><li>Breaks designated for longer meetings </li></ul>
    5. 5. Why do meetings become unproductive? <ul><li>Not organised effectively (Pre-meeting) </li></ul><ul><li>Lack of direction from the meeting chair </li></ul><ul><li>Participants are not actively involved </li></ul><ul><li>The meeting itself was not required </li></ul>
    6. 6. Disadvantages <ul><li>Discussion should relate to all attendees </li></ul><ul><li>A minority of people can dominate discussion </li></ul><ul><li>Introverts are less likely to speak up </li></ul><ul><li>A forum to air dirty laundry </li></ul><ul><li>Time out of actually doing the work </li></ul>
    7. 7. Advantages <ul><li>Build team rapport </li></ul><ul><li>Identify with a larger body of people/business section </li></ul><ul><li>Networking </li></ul><ul><li>Incidental learning/cross-pollination </li></ul><ul><li>The time is set and formally scheduled </li></ul>
    8. 8. Consider the cost <ul><li>8 people </li></ul><ul><li>They meet for 1 hour </li></ul><ul><li>Average hourly rate of $45 </li></ul><ul><li>$360 p/hour </li></ul><ul><li>Not incl. flights, cabs, accom, catering etc </li></ul>
    9. 9. How did we learn to meet? <ul><li>We don’t receive formal training in “How to meet” </li></ul><ul><li>We’ve developed our own styles </li></ul><ul><ul><li>Family interaction </li></ul></ul><ul><ul><li>Our personality </li></ul></ul><ul><ul><li>Exposure to similar meeting environments </li></ul></ul><ul><ul><ul><li>Group projects at Uni </li></ul></ul></ul><ul><ul><ul><li>Involvement in clubs/volunteering </li></ul></ul></ul><ul><li>Modelling the behaviours of work colleagues </li></ul>
    10. 10. Meeting Etiquette <ul><li>Active Listening </li></ul><ul><li>Consider the points of view of others </li></ul><ul><li>Punctuality </li></ul><ul><li>Come prepared, bring relevant doc. </li></ul><ul><li>Cancellations! </li></ul><ul><ul><ul><li>Follow up cancellation by email with a phone call </li></ul></ul></ul><ul><ul><ul><li>Provide any content which you were nominated to prepare </li></ul></ul></ul><ul><li>Mobile Phone Use </li></ul>
    11. 11. Non-verbal Communication Albert Mehrabian 1964
    12. 12. Meetings 2.0 <ul><li>Webex </li></ul><ul><li>Teleconferencing </li></ul><ul><li>Videoconferencing </li></ul><ul><li>These technologies reduce the amount of face-to-face time required to meet </li></ul><ul><li>Mitigate travel/accom. cost </li></ul><ul><li>Reduce carbon emissions </li></ul>
    13. 13. Face-to-Face <ul><ul><li>Build rapport amongst team members </li></ul></ul><ul><ul><li>Team identity </li></ul></ul><ul><ul><li>Meetings which exceed a duration of 60 minutes </li></ul></ul><ul><ul><li>Discussing matters which may lead to difference of opinion or are contentious </li></ul></ul>
    14. 14. Technology <ul><ul><li>Dispersed geographic location of meeting attendee’s </li></ul></ul><ul><ul><li>The agenda is short </li></ul></ul><ul><ul><li>If attendees are “on the road” </li></ul></ul><ul><ul><li>Web-conferencing software can allow for synchronous review and edit of live documents. </li></ul></ul>
    15. 15. <ul><li>“ It is nonsense to say there is not enough time to be fully informed. Time given to thought is the greatest time-saver of all.” </li></ul><ul><li>– Norman Cousins </li></ul>