There’s a common myth that communication is all about how fluently you speak in a language, but it’s just a myth. Communication is a much broader concept, and it consists of- body Language, verbal/ non-verbal communication, effective writing, listening, public speaking , time management , understanding , interpersonal skills and much more Business communication helps build teamwork, aids collaboration, boosts productivity, and ensures that you and the organization you work in , meet their goals.Equipping yourself with communication skills is the perfect gateway for making your professional life more successful. Few people possess and effectively use business communication skills. But learning with us and a little practice, you can certainly master these skills .

1. LESSON-7
MEETINGS MANAGEMENT

2. TOPICS COVERED
1- WHAT IS MEETING MANAGEMENT
2- STEPS OF MEETING MANAGEMENT

3. MEETINGS MANAGEMENT
Meeting Management is the process of managing the stages and components of
the entire meeting process.
The actions that make meetings successful before, during, and after the meeting
are equally important.
Neglecting any piece of the meeting management process can lead to poor
results and additional meetings.
Meeting management is the process of (1) Planning and booking the meeting and
(2) The ability to manage meetings e
ff
ectively and get results.
According to studies conducted, about 30% of the work time of an average
employee is spent in meetings.

4. 5 STEPS OF MEETING MANAGEMENT:
1 - DEFINE THE PURPOSE & CREATE THE AGENDA
2- SCHEDULE THE MEETING & DISTRIBUTE THE AGENDA
3- RUN THE MEETING & ASSIGN ACTION TEAMS
4- CREATE , DISTRIBUTE & ARCHIVE THE MINUTES
5- ANALYZE ACTIVITY & IMPLEMENT THE CHANGES

5. DEFINE THE PURPOSE & CREATE THE AGENDA
Start by asking yourself “what’s the purpose of this meeting”? If you can’t
answer that, then you shouldn’t have the meeting.
Deciding what topics should be in the Agenda can seem overwhelming at
fi
rst,
but de
fi
ning the purpose will help.
A meeting agenda helps you and your colleagues prepare for a meeting and
guide yourselves through the items you need to discuss.
Time spent in planning an agenda will likely save time for all meeting
participants by providing a clear set of topics, objectives, and time frames.
Some meetings may require more planning time than others.
For example, a department-wide retreat will probably involve several hours of
planning by several people, while a weekly sta
ff
meeting could be planned by
one person in a shorter amount of time.

6. SCHEDULE THE MEETING & DISTRIBUTE THE AGENDA
To simplify the scheduling process, one can use gmail & outlook ,
Which allows you to schedule a meeting with no change in habits
When it comes to distributing the meeting agenda, it should be sent out prior
to meeting, allowing attendees to properly prepare.
This is easier said than done when using traditional methods such as MS Word
and email.
The agenda should be distributed in advance of a meeting, minimally 24 hours
in advance so that participants have the opportunity to prepare for the
meeting.
Preferably, if possible, the agenda should be available several days before the
meeting.

7. Be sure to start the meeting on time and don’t forget to, take attendance.
It is important to know if the decision makers are present.
If not, you may want to postpone the meeting.
If you assigned preparation tasks for attendees, this is a good time to review
if the tasks were completed or not.
When running the meeting, it is a good idea to display the Agenda and
assign a note taker.
This way the presenter can focus on discussing the topics.
Most meetings are all about the action items , which improves overall
accountability of this meeting management stage.
RUN THE MEETING & ASSIGN ACTION TEAMS

8. CREATE , DISTRIBUTE & ARCHIVE THE MINUTES
Meeting minutes are meant to capture an accurate and tangible record of what
took place in a meeting. Minutes serve as a reference for participants and
other members that could not attend of decisions made, actions taken and
voting results.
Minutes turn discussions into concrete action plans and create a transparency
of how business is conducted .
Start by setting up a clear labelling system for archiving your agenda,
attachments and minutes.
This will help participants and stakeholders
fi
nd relevant information at
a later stage .
The minutes format required and selected should be used to create a concise
agenda. The agenda will provide an outline for enabling you to capture minutes
more quickly during the meeting.

9. ANALYZE ACTIVITY & IMPLEMENT THE CHANGES
Meeting Management is a continuous process and analyzing factors related to
meetings activity helps organizations improve meeting performance, contain
meeting costs and instill proper meeting procedures.
Unfortunately organizations typically lack the capability to properly overview
meeting activity.
If you are struggling with meeting management, the
fi
rst step is to recognize the
problems that exist. Then take the necessary steps to improve the process.

10. THANK YOU!