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Participate in Business Meetings

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Participate in Business Meetings Participate in Business Meetings Presentation Transcript

  • Meeting Etiquette
    • “ 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.”
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • Non-verbal Communication Albert Mehrabian 1964
  • 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
  • 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
  • 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.
    • “ 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