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20220403 Managerial Communication Lecture 10.pdf
The document outlines key aspects of conducting effective meetings, including definitions, types based on size and frequency, and the roles of participants. It emphasizes the importance of preparation, agenda setting, and etiquette during meetings while addressing challenges and best practices for engagement. Additionally, it offers tips for virtual meetings and the significance of follow-up actions post-meeting.
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20220403 Managerial Communication Lecture 10.pdf
- 1. MEETINGS One of theMajor Oral Communication Area for you
- 2. MEETING: DEFINITIONS AND ACADEMICS •Ameeting is the ‘Team’ • A meeting has a ‘Place’ • Collective Aim • Common Commitment • Primary occasion of group actvity • Status Arena • Heirarchy by demographics • Command • Stability
- 3. MEETING: TYPES • BySizes of Meetings • Assembly à 100 people, main speakers, rest listens (unless it’s a ‘Darbar’) • Council à 50 or so, main speakers, rest can also participate but not all • Committee à 10~12 , everyone is expected to participate • By Frequency • Daily Meetings – sales huddle, ops huddle, daily briefing • Weekly / Monthly Meeting – usually review of performance, follow up on project progress • Special / Occasional – need based
- 4. WHO ARE YOUAT THE MEETING? ORGANISER • Invitations • The right people • Invitations – verbal, email, text • Calendar Booking (and not email) • Agenda • Reconfirmation / reminder • Send necessary items ahead for ‘pre-read’ – use of Sharepoint • Meeting minutes taker PARTICIPANT • Pre-read and your comments • Send prior comments • RSVP • Reconfirmation • Value additions • Listen / let others’ speak first • Why you?
- 5. CONDUCTING PROPER MEETING •Do we really need this meeting? • Clarify what the meeting is about • Welcome / ice-breaking à Put everyone at ease • Set the context and objective à whether it’s a decision, a discussion or information update, define the outcome • Book the room! • Follow the Agenda • Make sure people understand the ‘What’ and ‘Why’ and ‘Whom’ • Define roles and relevance (and what is expected of whom) • “Parking Lot” • Quick re-cap of decisions • Next meeting date • Rate the meeting at the end à ask everyone to rate on 10, and what could be done to achieve a 10 • Cost vs. ROI of the meeting
- 6. THE LOGICAL THINGS •Usual order • What seems to be the trouble / issue • How long has this been going on • What are the root causes • What are the remedies • Dealing with people • Control the garrulous • Draw out the silent ones • Protect the weak • Encourage ideas • Most expereinced / senior person last • Close on a note of achievements
- 7. LEAD BY EXAMPLES Starting ontime One hour meeting finished in 55 min
- 8. BASIC MEETING ETIQUETTES •Please no excuse for being late • Introduce everyone (if needed / applicable) • No Mobile Phones please • Pay attention • Ask if you are doing a recording • Eating / drinking norms • Do not interrupt – ask questions once one is done
- 9. CHALLENGES AND MISTAKES •Star item can be introduced to carry the meeting over the attention lag that sets in after the first 15 to 20 minutes of the meeting • Some items unite the meeting in a common front while others divide the member one from another. • Dwell too long on trivial but urgent items, to the exclusion of subjects of fundamental importance whose significance is long-term rather than immediate • Don’t go beyond 2 hours • When to serve food?
- 10. ONLINE MEETING? • Askfor common platform / app • Prepare ahead – not having internet or electricity or logging difficulty is no more an excuse • Dress as you’d be dressed at office • Have a de-cluttered background • Video on or off? Sound-check? • When to mute and when to speak? • Don’t leave without informing others • Never mind your pet or kid – we all know you are working from home
- 11.
- 12. NEXT: FORMAL COMMUNICATION PRESENTATION Seeyou on Sunday, April 10th, 2022