Gail business meetings


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Gail business meetings

  1. 1. Business Meetings
  2. 2. Types of meetings <ul><li>Board meeting </li></ul><ul><li>Standing meeting </li></ul><ul><li>Public meeting </li></ul><ul><li>Impromptu meeting </li></ul><ul><li>Video conferencing </li></ul><ul><li>Small informal meetings </li></ul>
  3. 3. Three Perspectives <ul><li>PREPARING FOR A MEETING </li></ul><ul><li>PARTICIPATING IN A MEETING </li></ul><ul><li>CHAIRING A MEETING </li></ul>
  4. 4. PREPARATION <ul><li>PURPOSE: </li></ul><ul><li>Giving Information </li></ul><ul><li>Issuing instructions </li></ul><ul><li>Addressing grievances </li></ul><ul><li>Taking decisions </li></ul><ul><li>Generating ideas </li></ul><ul><li>Presenting proposals </li></ul>
  5. 5. Questions to ask your self <ul><li>Be sure of the end result of the meeting </li></ul><ul><li>Decide what contribution the attendees will make- information, consensus, authorizing , support </li></ul><ul><li>Inform the relevant people - agenda , date , time, venue, and other details </li></ul><ul><li>Send background papers if necessary </li></ul>
  6. 6. Prototype Agenda <ul><ul><ul><ul><ul><li>Committee meeting agenda </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>6 th July 2004, 11a.m. </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Green room </li></ul></ul></ul></ul></ul><ul><li>1 .(11.00) Appoint chairperson </li></ul><ul><li>2. ( 11.15) Apologize for absence </li></ul><ul><li>3. (11.30) Approve minutes of last meting </li></ul><ul><li>4.(12.00) VRS plans </li></ul><ul><li>5.(1.00) Any other issue </li></ul><ul><li>6. (1.30) Next meting plans </li></ul>
  7. 7. Not for detailed work Restaurants Glamour, creative space, ( costly Out of town venue Facilities available Conference center Gives privacy Onsite conference Boosts morale Subordinates office References at hand Your office KEY ADVANTAGE VENUE
  8. 8. <ul><li>If there is an important meeting in an unfamiliar place always keep time to familiarize yourself with the new surroundings . If possible visit a day earlier </li></ul>
  9. 9. Seating FREE Confronting Hierarchy
  10. 10. AT THE VENUE <ul><li>Audio visual aids </li></ul><ul><li>Writing aids </li></ul><ul><li>Refreshments </li></ul><ul><li>Comfortable environment </li></ul>
  11. 11. Planning for participation <ul><li>Do background research </li></ul><ul><li>Contact others to build rapport understand undercurrents </li></ul><ul><li>Identify supporters and opposition </li></ul><ul><li>Problem creators </li></ul><ul><li>Lobby & canvass </li></ul><ul><li>Prepare BATNA </li></ul>
  12. 12. Being Seen & heard <ul><li>Well Groomed </li></ul><ul><li>Good preparation will give confidence </li></ul><ul><li>Work on appropriate body language </li></ul><ul><li>Support points with facts and data </li></ul><ul><li>Loud clear voice </li></ul><ul><li>Apologies, congratulate and assert if needed </li></ul><ul><li>Avoid long winded speeches </li></ul>
  13. 13. What to do when others speak <ul><li>Maintain eye contact </li></ul><ul><li>Do not whisper & fidget </li></ul><ul><li>Supportive body language </li></ul><ul><li>Make notes </li></ul><ul><li>Observe the non verbal cues </li></ul>
  14. 14. Weaknesses of the Chairperson <ul><li>Bias </li></ul><ul><li>Indecision </li></ul><ul><li>Manipulation </li></ul><ul><li>Anger </li></ul>
  15. 15. Taking minutes <ul><li>Date & Venue </li></ul><ul><li>Names of attendees </li></ul><ul><li>Absentees </li></ul><ul><li>Points addressed and conclusions </li></ul><ul><li>Summary </li></ul><ul><li>Date of new meeting </li></ul><ul><li>Be short and crisp in your writing </li></ul>
  16. 16. About Minutes <ul><li>Make sure the chairperson approves of the minutes </li></ul><ul><li>Distribute with a day or two to members </li></ul><ul><li>Signature of the chairperson and recorder </li></ul>
  17. 17. CHAIRING A MEETING <ul><li>Responsible for the outcome of the meeting </li></ul><ul><li>Repeat and paraphrase conclusions that have been reached </li></ul><ul><li>Expel people who disturb </li></ul><ul><li>Sum up and conclude </li></ul>
  18. 18. Personal Skills of Chairperson <ul><li>Firm & assertive </li></ul><ul><li>Ability to summarize </li></ul><ul><li>Flexible & open </li></ul><ul><li>Fair </li></ul><ul><li>Dealing with blocking behavior </li></ul><ul><li>Ensuring all attendees contribute </li></ul><ul><li>Research on attendees </li></ul>
  19. 19. Understanding tactics-1 Recap fact , find out the source before the meeting . During the meting re-establish facts and clear misapprehensions Divide and rule 0 pass conflicting information to some attendees before the meeting CHAIRPERSON PARTICIPANT
  20. 20. Understanding tactics-2 CHAIRPERSON PARTICIPANT Challenge the aggressor- and insist on cordial behavior Domination- Using loud voice , interrupting, and trying to intimidate the confidence of others
  21. 21. Understanding tactics-3 Avoids eye contact, with the potential , and snub if necessary Time Waster- speak at great length, side tracks issues, brings in irrelevant topics Chairperson Participant
  22. 22. Understanding tactics-4 Stay calm- and expel if necessary Anger- some people use it as a tactical weapon to halt discussion and have the meeting adjourned Chairperson Participant
  23. 23. Understanding tactics-4 Remind the person of the responsibility , and appoint some one to supervise the person – or transfer the responsibility o some one Excuses- I forgot, that was not my responsibility Chairperson Participants
  24. 24. Legal <ul><li>Legal procedures are available o regulate the meting so to chairperson should be familiar with them </li></ul>
  25. 25. STEPS IN CHAIRING THE MEETING <ul><li>Open formally </li></ul><ul><li>Sign register </li></ul><ul><li>Approve minutes </li></ul><ul><li>Deal with routine matters </li></ul><ul><li>Propose motions </li></ul><ul><li>Deal with discussion </li></ul><ul><li>Pass resolutions </li></ul><ul><li>Close formally </li></ul>
  26. 26. Handling problems using formal procedures <ul><li>Lack of Quorum- Adjourn , reconvene on a new date </li></ul><ul><li>Disruptive Participants – Obtain consent of other member before eviction </li></ul><ul><li>Walk out by chairperson- appoint a new person by the members immediately </li></ul>
  27. 27. THANKS <ul><li>Dr. Mala Sinha </li></ul><ul><li>Faculty of Management Studies </li></ul>