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CHAPTER 12
PLANNING MEETINGS
AND CONFERENCES
PLANNING MEETINGS AND CONFERENCES
• Before the Meeting
• During the Meeting
• Meeting Follow-up
• Team Meetings
• Virtual Meetings
• Ethical Behavior in Meetings
• International Conferences
BUSINESS MEETINGS
• Arrange the date and time
• Reserve a meeting room
• Send notices
• Prepare agenda
• Plan for supplies, equipment, and software
• Plan food and refreshments
BEFORE THE MEETING (CONTINUED)
• Create an action list
• Reserve a meeting room
• Send notices
• Prepare an agenda
• Choose a meeting format
• Assemble materials
• Plan for supplies, equipment, software
BEFORE THE MEETING (CONTINUED)
• Plan refreshments and food
• Handle last-minute details
BEFORE THE MEETING (CONTINUED)
• Get written confirmation or confirmation number for all
• Determine how meeting will be announced
• Determine audiovisual or equipment needs
• Order or lease audiovisual equipment
• Confirm attendance at least twenty-four hours prior to meeting to
confirm food order
BEFORE THE MEETING (CONTINUED)
• Using computer to schedule meeting
• Check the availability of the facilities
• Review calendars of attendees
• Find time all participants are available
• Schedule the meeting and send e-mail notices
• Send reminders via the e-mail system
BEFORE THE MEETING (CONTINUED)
• Using the telephone to schedule a meeting
• Identify manager’s first, second, third choice of date
and time
• Enter times in manager’s and your calendars
• Contact participants for first, second, and third choices
• Let participants or their assistants know you will respond immediately if there
is a conflict
• Enter the date and time as a firm commitment in your and your manager’s
calendar
BEFORE THE MEETING (CONTINUED)
• Using a schedule form to schedule a meeting
• Certain times can be marked out on the calendar
leaving open times more obvious
• Route the form or distribute it electronically
asking first and second choices
• When the participants select a specific time and the
form is returned, you will have an idea of when
everyone is available
BEFORE THE MEETING (CONTINUED)
• Reserving a meeting room

Group size determines type of room and
equipment
• Video teleconference or regular room
• Off-site
• Hotel close to airport (for out-of-town guests)
• Check facility–do they provide equipment rental, room setup, business
center for fax, photocopies, computer workstations, etc.
BEFORE THE MEETING (CONTINUED)
•
•
•

Is lunch or dinner involved?
Make reservation well in advance of meeting date
Several days prior to meeting, check room reservation
and setup
• Be alert of any changes and follow through

• Arrangement and atmosphere of room contributes
to effective meeting
• Do the room and furnishings contribute to an effective
meeting?
• Will the participants remain in the same room for meal?
• Will the participants need to break into smaller rooms?
• Does the arrangement meet the purpose of the meeting?
BEFORE THE MEETING (CONTINUED)
• Is the room large enough for participants and audiovisual aids?
• Will there be a guest speaker?
• What type of media equipment is in the room?
• Is the room free from obstructions such as posts or distractions and
interruptions?
• Is there adequate lighting, heating, ventilation?
BEFORE THE MEETING (CONTINUED)
• Sending notices
• Specify the following when sending notices
• Purpose of meeting
• Date, time, and location
• Who, what, when, where, how long, and why

• Deadline for agenda items
• What action to take if member will attend?
• What action to take if member cannot attend?
BEFORE THE MEETING (CONTINUED)
• Be explicit and include everything
essential
• Agenda
• Materials needed
• Materials provided
BEFORE THE MEETING (CONTINUED)
• Determine best time to send notices
• Don’t send too far in advance
• Last minute informal office meetings–use e-mail or telephone
• Formal meetings and conference– consider several month’s notice
• Registration form, formal letterhead invitations or printed forms
BEFORE THE MEETING (CONTINUED)
• Preparing the agenda
• Always have an agenda
• An agenda is a list of topics to be covered during the meeting or
conference

• Send to all members
• Include names of participants, date, time and place of meeting, along
with topics
• Include timeframe and level of action to be taken for each topic
FORMAL MEETING
• Call to order
• Roll call
• Approval, amendments
or corrections of last
meeting
• Reading of
correspondence
• Reports

• Unfinished business
• New business
• Appointment of
committees
• Nominations and
elections of officers
(once a year)
• Announcements
• Adjournment
INFORMAL MEETING
• Check-ins or warm-ups
(optional)

• Review goals of
agenda or purpose of
meeting
• Review roles of
members (optional)
• Review ground rules
(optional)

• Discuss issues listed
on agenda
• Review follow-up
actions
• Closure
• Determine date and
time of next meeting
BEFORE THE MEETING (CONTINUED)
• Assembling materials
• Extra copies of agenda
• Up-to-date participant list
• Minutes of previous meeting
• List of standing and special committees
• List of actions not yet completed
• Letters, etc. related to agenda items
• Copies of materials to be distributed
• Other materials related to topics or issues
ORDERING REFRESHMENTS, MEALS,
AND BEVERAGES
• Know number of participants
• Morning meetings

• Beverages and maybe fruit and pastries

• Luncheon meetings

• Salad or light entree

• Afternoon meeting

• Beverages and maybe cookies and fruit

• Dinner meeting

• If not at company’s facility, consult with catering
staff for suggestions
BEFORE THE MEETING (CONTINUED)
• Planning for supplies, equipment, software
• Notebook computer—for presentation hookup and notes
• Presentation on hard drive and removable backup
• Ceiling-mounted multimedia projector
• Laser pointer for presentation
BEFORE THE MEETING (CONTINUED)
• Projection screen
• DVD player w/remote control
• Overhead projector
• Transparency sheets for overhead projector
• Spare bulb for overhead projector
• Colored markers for overhead transparencies
BEFORE THE MEETING (CONTINUED)
• Flip chart tripod
• Flip chart paper
• Adhesive tape or putty to suspend flip chart paper around room
• Strip covers or tape to secure electrical cords
• Colored markers for flip chart paper
• Name tents or tags; marker to write names
BEFORE THE MEETING (CONTINUED)
• Scissors
• Whiteboard markers and erasers
• Writing block for each participant
• Writing pen or pencil for each participant
• Telephone message pad and pen next to room telephone
• Promotion items such as lapel pins or key tags
• Enough chairs for all participants
BEFORE THE MEETING (CONTINUED)
• Planning refreshments and food
• Beverages
• Coffee/tea
• Juices
• Bottled mineral water
• Provide variety
• Fresh water chilled with ice
BEFORE THE MEETING (CONTINUED)
• Food

• Consider special needs diets
• Fruit and muffins
• Order food in small manageable pieces
• Stay away from heavy desserts or starchy
foods
BEFORE THE MEETING (CONTINUED)
• Handling last-minute details
• Conduct last-minute check of all details
• Room facilities
• Audiovisual equipment
• Refreshments
• Meeting materials
• Miscellaneous

• Remain flexible
DURING THE MEETING
• Taking notes
• Clarify extent of notes
• Word for word or summary?

• Check notes with participants for accuracy
• Notes may later be used to prepare recommendation, etc.
• Prepare draft of notes for manager
DURING THE MEETING (CONTINUED)
• Recording Minutes
• Using a notebook computer
• Key notes during the meeting
• Follow the agenda items in your notes

• Using a notebook
•
•
•
•

You are not expected to take notes verbatim
Motions and a few other items require verbatim notes
Make certain you have notes on who said what
Record the time, date, and place of the meeting; attendance,
reference to corrections or additions to the minutes, who
introduces reports, make motions, who volunteers for follow-up
work, time of adjournment, anything else helpful to prepare
minutes
DURING THE MEETING (CONTINUED)
• Using computer software

• Viewing and participating via office computer called virtual
meetings
• Wimba software
• Using a tape recorder

• Used as a backup to obtain verbatim minutes
• Assists office professional in preparing minutes
• Secures a record of discussions on controversial topics
MEETING FOLLOWING-UP
• Check room for orderliness
• Make necessary follow-up entries in
calendars
• Send materials to those absent
• Prepare a list to remind manager of his or
her obligations resulting from the meeting
• Put a copy of everything—agenda,
reports, etc., in a folder for preparing
minutes
MEETING FOLLOWING-UP (CONTINUED)
• Handle requests that resulted from the meeting
• Return all audiovisual equipment
• Enter date and time of next meeting in calendars
• Complete minutes
• Reserve room/equipment for next meeting
MEETING FOLLOWING-UP (CONTINUED)
• Remind manager to send follow-up memo to members involved in
actions taken
• Send letters of congratulations to newly elected officers
MEETING FOLLOWING-UP (CONTINUED)
• Preparing minutes
• If taped
• Listen to tape and take brief notes

•
•
•
•

Write minutes immediately following meeting
Create draft and submit for manager’s approval
Include essential information
Summarize actions
MEETING FOLLOWING-UP (CONTINUED)
• Informal meeting minutes
• Formal meeting minutes
• Correcting minutes
• Record changes
• As an insertion in minutes being corrected
• In paragraph form in new minutes of the meeting during which changes were made

• To show corrections and additions in file copy
• Add words in longhand and delete by drawing lines through words
TEAM MEETINGS
• Preparing for a team meeting
• Choose appropriate meeting time
• People on team may be from all levels of organization
• All members carry equal status
• Agenda may be very general, since team decides actual topics
discussed
TEAM MEETINGS (CONTINUED)
• Selecting participants
• Team leader
• Directs the meeting

• Guidance team
• Two or more people from management with authority to make
changes

• Project team members
• Those taking part in decisions and vote on issues

• Facilitator
• Makes the meeting process flow with ease

• Recorder
• Prepare minutes; role is often rotated
TEAM MEETINGS (CONTINUED)
• Starting the meeting
• Team leader starts early
• Meeting begins/ends on time
• Warm-up
• Check-in
• Agree on the goals
• Review team roles
• Establish house rules
TEAM MEETINGS (CONTINUED)
• Ending the meeting and follow-up
• Evaluate the meeting to improve future meetings by answering
these questions
• Was the purpose clear?
• Did the group work toward a consensus?

• Was conflict used positively to distinguish between ideas?
• Did group insist on what action was to be done, by when, and by
whom?
VIRTUAL MEETINGS
Holding a meeting between two distant locations
•

Teleconferences

•

Videoconferences

•

Web conferences
VIRTUAL MEETINGS (CONTINUED)
• Teleconferences
• Conference calls by telephone
• Saves travel time and costs
• Most widely conference tool used today
• Maintains effective communication
• For small groups, speakerphones are convenient
VIRTUAL MEETINGS (CONTINUED)
• Videoconferences
• Combines telephone and video
• Business is verbally and visually conducted, as if people were in
same room
• Consists of camera, monitors, microphones, speakers, and PC’s
• Transmissions sent and received may be delayed by a second
WEB CONFERENCING
• Web conferences
Uses networked computers
• Used across the room or around the world
• Messages are keyed back and forth
• If all parties have the right equipment, computer conferencing
can include audio and video
• Need software, cameras, microphones adapted to their
computers
ETHICAL BEHAVIOR IN MEETINGS
• Ethics is a system of deciding what is right, or more right, in a given
situation
• Can involve incorrect information
• Can involve incorrect data
• Can involve incorrect behavior

• Make choices that will build positive qualities—trust and credibility
INTERNATIONAL CONFERENCES
• Many aspects involved
• Become familiar with
• Country
• Religious beliefs
• Social customs
• Business philosophy
• Family structure
INTERNATIONAL CONFERENCES
(CONTINUED)

• Major landmarks and their history
• Customary formats of business documents used
• Use Internet for information
• Learn names of major political leaders, sports figures, and other
celebrities
INTERNATIONAL CONFERENCES
(CONTINUED)

Some of the things you might be required to handle
•
•
•
•
•
•

Liaison and protocol
Conduct tours for attendees and spouses
On-site typing and administrative services
Arrange lodging
Arrange exhibit and display space
Others?

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Ch12 ppt

  • 2. PLANNING MEETINGS AND CONFERENCES • Before the Meeting • During the Meeting • Meeting Follow-up • Team Meetings • Virtual Meetings • Ethical Behavior in Meetings • International Conferences
  • 3. BUSINESS MEETINGS • Arrange the date and time • Reserve a meeting room • Send notices • Prepare agenda • Plan for supplies, equipment, and software • Plan food and refreshments
  • 4. BEFORE THE MEETING (CONTINUED) • Create an action list • Reserve a meeting room • Send notices • Prepare an agenda • Choose a meeting format • Assemble materials • Plan for supplies, equipment, software
  • 5. BEFORE THE MEETING (CONTINUED) • Plan refreshments and food • Handle last-minute details
  • 6. BEFORE THE MEETING (CONTINUED) • Get written confirmation or confirmation number for all • Determine how meeting will be announced • Determine audiovisual or equipment needs • Order or lease audiovisual equipment • Confirm attendance at least twenty-four hours prior to meeting to confirm food order
  • 7. BEFORE THE MEETING (CONTINUED) • Using computer to schedule meeting • Check the availability of the facilities • Review calendars of attendees • Find time all participants are available • Schedule the meeting and send e-mail notices • Send reminders via the e-mail system
  • 8. BEFORE THE MEETING (CONTINUED) • Using the telephone to schedule a meeting • Identify manager’s first, second, third choice of date and time • Enter times in manager’s and your calendars • Contact participants for first, second, and third choices • Let participants or their assistants know you will respond immediately if there is a conflict • Enter the date and time as a firm commitment in your and your manager’s calendar
  • 9. BEFORE THE MEETING (CONTINUED) • Using a schedule form to schedule a meeting • Certain times can be marked out on the calendar leaving open times more obvious • Route the form or distribute it electronically asking first and second choices • When the participants select a specific time and the form is returned, you will have an idea of when everyone is available
  • 10. BEFORE THE MEETING (CONTINUED) • Reserving a meeting room Group size determines type of room and equipment • Video teleconference or regular room • Off-site • Hotel close to airport (for out-of-town guests) • Check facility–do they provide equipment rental, room setup, business center for fax, photocopies, computer workstations, etc.
  • 11. BEFORE THE MEETING (CONTINUED) • • • Is lunch or dinner involved? Make reservation well in advance of meeting date Several days prior to meeting, check room reservation and setup • Be alert of any changes and follow through • Arrangement and atmosphere of room contributes to effective meeting • Do the room and furnishings contribute to an effective meeting? • Will the participants remain in the same room for meal? • Will the participants need to break into smaller rooms? • Does the arrangement meet the purpose of the meeting?
  • 12. BEFORE THE MEETING (CONTINUED) • Is the room large enough for participants and audiovisual aids? • Will there be a guest speaker? • What type of media equipment is in the room? • Is the room free from obstructions such as posts or distractions and interruptions? • Is there adequate lighting, heating, ventilation?
  • 13. BEFORE THE MEETING (CONTINUED) • Sending notices • Specify the following when sending notices • Purpose of meeting • Date, time, and location • Who, what, when, where, how long, and why • Deadline for agenda items • What action to take if member will attend? • What action to take if member cannot attend?
  • 14. BEFORE THE MEETING (CONTINUED) • Be explicit and include everything essential • Agenda • Materials needed • Materials provided
  • 15. BEFORE THE MEETING (CONTINUED) • Determine best time to send notices • Don’t send too far in advance • Last minute informal office meetings–use e-mail or telephone • Formal meetings and conference– consider several month’s notice • Registration form, formal letterhead invitations or printed forms
  • 16. BEFORE THE MEETING (CONTINUED) • Preparing the agenda • Always have an agenda • An agenda is a list of topics to be covered during the meeting or conference • Send to all members • Include names of participants, date, time and place of meeting, along with topics • Include timeframe and level of action to be taken for each topic
  • 17. FORMAL MEETING • Call to order • Roll call • Approval, amendments or corrections of last meeting • Reading of correspondence • Reports • Unfinished business • New business • Appointment of committees • Nominations and elections of officers (once a year) • Announcements • Adjournment
  • 18. INFORMAL MEETING • Check-ins or warm-ups (optional) • Review goals of agenda or purpose of meeting • Review roles of members (optional) • Review ground rules (optional) • Discuss issues listed on agenda • Review follow-up actions • Closure • Determine date and time of next meeting
  • 19. BEFORE THE MEETING (CONTINUED) • Assembling materials • Extra copies of agenda • Up-to-date participant list • Minutes of previous meeting • List of standing and special committees • List of actions not yet completed • Letters, etc. related to agenda items • Copies of materials to be distributed • Other materials related to topics or issues
  • 20. ORDERING REFRESHMENTS, MEALS, AND BEVERAGES • Know number of participants • Morning meetings • Beverages and maybe fruit and pastries • Luncheon meetings • Salad or light entree • Afternoon meeting • Beverages and maybe cookies and fruit • Dinner meeting • If not at company’s facility, consult with catering staff for suggestions
  • 21. BEFORE THE MEETING (CONTINUED) • Planning for supplies, equipment, software • Notebook computer—for presentation hookup and notes • Presentation on hard drive and removable backup • Ceiling-mounted multimedia projector • Laser pointer for presentation
  • 22. BEFORE THE MEETING (CONTINUED) • Projection screen • DVD player w/remote control • Overhead projector • Transparency sheets for overhead projector • Spare bulb for overhead projector • Colored markers for overhead transparencies
  • 23. BEFORE THE MEETING (CONTINUED) • Flip chart tripod • Flip chart paper • Adhesive tape or putty to suspend flip chart paper around room • Strip covers or tape to secure electrical cords • Colored markers for flip chart paper • Name tents or tags; marker to write names
  • 24. BEFORE THE MEETING (CONTINUED) • Scissors • Whiteboard markers and erasers • Writing block for each participant • Writing pen or pencil for each participant • Telephone message pad and pen next to room telephone • Promotion items such as lapel pins or key tags • Enough chairs for all participants
  • 25. BEFORE THE MEETING (CONTINUED) • Planning refreshments and food • Beverages • Coffee/tea • Juices • Bottled mineral water • Provide variety • Fresh water chilled with ice
  • 26. BEFORE THE MEETING (CONTINUED) • Food • Consider special needs diets • Fruit and muffins • Order food in small manageable pieces • Stay away from heavy desserts or starchy foods
  • 27. BEFORE THE MEETING (CONTINUED) • Handling last-minute details • Conduct last-minute check of all details • Room facilities • Audiovisual equipment • Refreshments • Meeting materials • Miscellaneous • Remain flexible
  • 28. DURING THE MEETING • Taking notes • Clarify extent of notes • Word for word or summary? • Check notes with participants for accuracy • Notes may later be used to prepare recommendation, etc. • Prepare draft of notes for manager
  • 29. DURING THE MEETING (CONTINUED) • Recording Minutes • Using a notebook computer • Key notes during the meeting • Follow the agenda items in your notes • Using a notebook • • • • You are not expected to take notes verbatim Motions and a few other items require verbatim notes Make certain you have notes on who said what Record the time, date, and place of the meeting; attendance, reference to corrections or additions to the minutes, who introduces reports, make motions, who volunteers for follow-up work, time of adjournment, anything else helpful to prepare minutes
  • 30. DURING THE MEETING (CONTINUED) • Using computer software • Viewing and participating via office computer called virtual meetings • Wimba software • Using a tape recorder • Used as a backup to obtain verbatim minutes • Assists office professional in preparing minutes • Secures a record of discussions on controversial topics
  • 31. MEETING FOLLOWING-UP • Check room for orderliness • Make necessary follow-up entries in calendars • Send materials to those absent • Prepare a list to remind manager of his or her obligations resulting from the meeting • Put a copy of everything—agenda, reports, etc., in a folder for preparing minutes
  • 32. MEETING FOLLOWING-UP (CONTINUED) • Handle requests that resulted from the meeting • Return all audiovisual equipment • Enter date and time of next meeting in calendars • Complete minutes • Reserve room/equipment for next meeting
  • 33. MEETING FOLLOWING-UP (CONTINUED) • Remind manager to send follow-up memo to members involved in actions taken • Send letters of congratulations to newly elected officers
  • 34. MEETING FOLLOWING-UP (CONTINUED) • Preparing minutes • If taped • Listen to tape and take brief notes • • • • Write minutes immediately following meeting Create draft and submit for manager’s approval Include essential information Summarize actions
  • 35. MEETING FOLLOWING-UP (CONTINUED) • Informal meeting minutes • Formal meeting minutes • Correcting minutes • Record changes • As an insertion in minutes being corrected • In paragraph form in new minutes of the meeting during which changes were made • To show corrections and additions in file copy • Add words in longhand and delete by drawing lines through words
  • 36. TEAM MEETINGS • Preparing for a team meeting • Choose appropriate meeting time • People on team may be from all levels of organization • All members carry equal status • Agenda may be very general, since team decides actual topics discussed
  • 37. TEAM MEETINGS (CONTINUED) • Selecting participants • Team leader • Directs the meeting • Guidance team • Two or more people from management with authority to make changes • Project team members • Those taking part in decisions and vote on issues • Facilitator • Makes the meeting process flow with ease • Recorder • Prepare minutes; role is often rotated
  • 38. TEAM MEETINGS (CONTINUED) • Starting the meeting • Team leader starts early • Meeting begins/ends on time • Warm-up • Check-in • Agree on the goals • Review team roles • Establish house rules
  • 39. TEAM MEETINGS (CONTINUED) • Ending the meeting and follow-up • Evaluate the meeting to improve future meetings by answering these questions • Was the purpose clear? • Did the group work toward a consensus? • Was conflict used positively to distinguish between ideas? • Did group insist on what action was to be done, by when, and by whom?
  • 40. VIRTUAL MEETINGS Holding a meeting between two distant locations • Teleconferences • Videoconferences • Web conferences
  • 41. VIRTUAL MEETINGS (CONTINUED) • Teleconferences • Conference calls by telephone • Saves travel time and costs • Most widely conference tool used today • Maintains effective communication • For small groups, speakerphones are convenient
  • 42. VIRTUAL MEETINGS (CONTINUED) • Videoconferences • Combines telephone and video • Business is verbally and visually conducted, as if people were in same room • Consists of camera, monitors, microphones, speakers, and PC’s • Transmissions sent and received may be delayed by a second
  • 43. WEB CONFERENCING • Web conferences Uses networked computers • Used across the room or around the world • Messages are keyed back and forth • If all parties have the right equipment, computer conferencing can include audio and video • Need software, cameras, microphones adapted to their computers
  • 44. ETHICAL BEHAVIOR IN MEETINGS • Ethics is a system of deciding what is right, or more right, in a given situation • Can involve incorrect information • Can involve incorrect data • Can involve incorrect behavior • Make choices that will build positive qualities—trust and credibility
  • 45. INTERNATIONAL CONFERENCES • Many aspects involved • Become familiar with • Country • Religious beliefs • Social customs • Business philosophy • Family structure
  • 46. INTERNATIONAL CONFERENCES (CONTINUED) • Major landmarks and their history • Customary formats of business documents used • Use Internet for information • Learn names of major political leaders, sports figures, and other celebrities
  • 47. INTERNATIONAL CONFERENCES (CONTINUED) Some of the things you might be required to handle • • • • • • Liaison and protocol Conduct tours for attendees and spouses On-site typing and administrative services Arrange lodging Arrange exhibit and display space Others?