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Participate in Business Meetings

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  • Transcript

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