The document discusses best practices for effective meetings. It outlines: 1. Three common ways meetings can be conducted: face-to-face, telephone conferencing, and video conferencing. 2. The importance of having a clear purpose, detailed agenda, code of conduct, and defined meeting roles and responsibilities. 3. Tips for effective pre-meeting planning including determining the meeting focus, selecting attendees, choosing an appropriate time and place, and preparing an agenda.

1. PREPARED BY:-
{Group No.2}
Harsh Raj
Shivani Kumari
Swati Chauhan
Roshan Kapar
Ramdas Bahekar

2. An act or process of coming together as an assembly for common
purpose.
Two or more people come together to discuss one or more topics
and in formal setting
• Face-to-face
• Telephone conferencing
• Video conferencing
Meetings can be
done in 3 ways:

3. Types of
Meeting
Status
Meeting
Board
Meeting
One-on-
one
Meeting
Kick-off
Meeting
Pre-Bid
Meeting
Staff
Meeting
Management
Meeting
Ad-Hoc
Meeting
Team
Meeting
Work
Meeting

4. Exchange of
Information
Different
View Points
Deals
Specific
Issues
Removal of
Misconceptions
Clarification
of Concept and
Ideas
Finalizations of
Plan and
Strategy
Review the
Performance

6. Purpose of
Meeting
Detailed
Agenda
Code of
Conduct
Meeting Roles
and
Responsibility
Summarize
Each Point
Use Diagrams,
Pictures and
Graphics
Encourage
Meeting
Participation
• Purpose of Meeting: The main motive behind the meeting should be clear that why people have
come together, whether the meeting is for discussion or to deal with certain matter.
• Detailed Agenda: Agenda is a list of items that the participants hope to accomplish at the
meeting.
• Code of Conduct: How the meeting should be run, what kind of behaviour is accepted.
• Meeting Roles & Responsibility: All member should be Active Participants(Team leader, Time
Keeper, Spokeperson)
• Summarize Each Point: All the points covered in the meeting should have proper summary.
• Use Diagrams, Pictures and Graphics

7. PRE IN AFTER
Determine the
focus of the
meeting
Decide who
should attend
Choose the
best time and
place
Prepare the
Agenda

8. Schedule the meeting for
a time when all or most
of the key people can be
present.
In case the meeting
must be held without
some key participants,
ask those people for
their contributions prior
to the meeting or invite
them to participate by
speakerphone, or
videoconference method.

9. The time of day and the length of the meeting can influence its outcome
Monday Morning is often
used to prepare for the
coming week’s work
Friday afternoon is often
focused on completing the
current week’s task.
Long meeting may need to include breaks to allow participants to respond to
messages and refresh them selves

10. Having meeting at your
own place can give you
an advantage: You feel
more comfortable
Having meeting at
someone’s place can give
them an advantage: They
feel more comfortable
Hence meeting should be
done at a neutral site
where no one gains an
advantage and attendees
may feel freer to
participate

11. The outline of
what the meeting
will address.
It should be
distributed to
attendees a day or
two before the
meeting
It should contain all
the details such as :
Meeting time and
place, and topics to
be discussed.
Indicate the
approximate
duration of the
meeting

12. Control the
meeting
yourself
Lack of
purpose
No agenda
Interruption
Wait to be
asked
Be too soft,
hard, loud
Becoming
emotional

13. Start and End on Time
Be Present on Time
Establish Objective
Set an Agenda
Listen to others
Encourage new ideas
Don’t interrupt unnecessarily
Stay close to subject
Don’t have side conversation
Assess the outcome in the end.