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Chapter 14

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Meeting and Event Planning
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Chapter 14

  1. 1. CHAPTER 14 SLIDE 1CHAPTER Meeting and Event14 Planning 1 Effective Meetings 2 Meeting Roles and Responsibilities 3 Conferences and Conventions© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  2. 2. CHAPTER 14 SLIDE 2Effective Meeting Qualities There is a definite need for the meeting. The purpose is stated clearly and understood by all participants. The appropriate people attend. An agenda is prepared and followed. All members participate. Productive outcomes result.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  3. 3. CHAPTER 14 SLIDE 3Good Reasons for Meetings Group problem solving or decision making Clarifying an issue Sharing complex information with a group Communicating quickly with many people Showing progress to coworkers or teams© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  4. 4. CHAPTER 14 SLIDE 4Meeting Types Staff meetings Committee meetings Project team meetings Customer/client meetings Board of director meetings Conferences and conventions© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  5. 5. CHAPTER 14 SLIDE 5Etiquette for InternationalMeetings Greet each person properly. Do not use first names. Disagree agreeably. Watch your body language. Show respect for everyone, especially those in authority.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  6. 6. CHAPTER 14 SLIDE 6Meeting Responsibilities Several people play roles in a successful meeting. ● Executive ● Leader ● Participants ● Administrative professional© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  7. 7. CHAPTER 14 SLIDE 7Executive’s Responsibilities Determine the purpose of the meeting. Set the objectives. Select the participants. Plan the agenda.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  8. 8. CHAPTER 14 SLIDE 8Agenda© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  9. 9. CHAPTER 14 SLIDE 9Leader’s Responsibilities Follow the agenda. Manage time. Encourage participation. Facilitate reaching decisions. Evaluate the meeting.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  10. 10. CHAPTER 14 SLIDE 10Admin’s ResponsibilitiesBefore the Meeting Confirm or select a date and time. Select the room. Determine the seating arrangements. Order equipment, food, and beverages. Prepare materials for the leader and participants. Make final preparations.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  11. 11. CHAPTER 14 SLIDE 11Admin’s ResponsibilitiesDuring the Meeting Greet and introduce guests. Take notes for minutes.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  12. 12. CHAPTER 14 SLIDE 12Admin’s ResponsibilitiesAfter the Meeting See the room is returned to normal. Send follow-up messages. Make calendar notes. Evaluate the meeting. Keep notes related to the meeting. Prepare and distribute minutes.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  13. 13. CHAPTER 14 SLIDE 13Participants’ Responsibilities Be prepared for the meeting. Respect the leader’s role. Listen to others without judging. Participate responsibly; don’t dominate. Be courteous. Take notes. Do any follow-up activities.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  14. 14. CHAPTER 14 SLIDE 14Before a Conference Plan carefully. Determine the location. Arrange for meeting facilities. Arrange travel and lodging for presenters. Design online registration. Prepare information packets.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  15. 15. CHAPTER 14 SLIDE 15During a Conference Run errands and deliver messages. Solve problems. Check room and meal arrangements. Check equipment needs. Handle other last-minute details. Present a positive image at all times. Handle every situation with poise and confidence.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  16. 16. CHAPTER 14 SLIDE 16After a Conference See all equipment is returned. Assist with airport transportation. Prepare letters and expense reports. Ensure bills are paid. Help with conference proceedings. Participate in a post-conference evaluation.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

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