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business communication notes to students and guide
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- 2. AGENDA What isa Meeting? Objectives Necessity of meeting How to plan a meeting? Agenda Minutes of meeting How to organize a meeting Meeting preparation Types of meeting
- 3. A meeting isa gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching of an agreement.
- 4. Meeting Make afocus statement Ensure that meeting roles are understood Ensure the group/team uses an agenda Take time to prepare, participate and perform
- 5. Effective Meetings: Achieveorganizational outcomes Can generate ideas & solutions Make better policy statement Give new targets & aims Saves time and money consumption
- 6. ? When do weneed to hold meetings
- 7. A meeting shouldonly be conducted when there are specific objectives.
- 8. Objectives could bean action Forming a new group or team Starting a new project Needing to accomplish an objective beyond the scope of one individual Solving a problem or improving a process Making a group/team decision
- 9. Objectives could beinformational Presenting a management message Advising of a change in focus, policies, procedures etc Motivating group/team members Welcoming a new leader or member Recognizing outstanding performance Learning from mistakes
- 10. ? Are meetings necessaryfor these objectives?
- 11. Many times meetingsare not necessary. Often we could achieve the same objective by sending couple of emails.
- 12. Meeting is necessary When we need people from multiple departments to generate ideas together Clear communication requires a face-to-face presentation We need to build similarity between team members We expect the objective will be controversial Issues are urgent and decisions are more important Other attempts at reaching the objective have been unsuccessful or are taking too long
- 13. ? Now! How toplan a meeting
- 14. When you havedecided that a meeting is the best choice for achieving your objective, then the nest decision is, “Who should be there and who should not”.
- 15. Who should bethere and who shouldn’t Are they important to the discussion? Do they have expertise that we will need and there is no alternative Do organizations internal politics require this person? Do we expect questions to arise during the meeting that only this person can answer?
- 16. ? What will bethe Agenda of meeting?
- 17. Agenda is notjust only a single statement that shows the objective or purpose of the meeting.
- 18. Agenda is atool for: Identifying missing things Ensuring everyone has the information Right person comes to the meeting Managing the meeting in operation Confirmation of the date, time, and location
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- 20. ? Are there anyrecords of the meeting?
- 21. Minutes of theMeeting Yes! Meetings have written records which are called minutes of meeting, that is used to inform attendees and non-attendees of the actions during the meeting.
- 22. Minutes usually include The names of the participants The agenda items to be covered Decisions made by the participants The follow-up actions committed to by participants Due dates for the completion of commitments
- 23. ? How to organizea meeting
- 24. Organizing the Meeting Make sure everyone has a copy of the agenda Someone has been assigned for minutes of the meeting If something comes up that is not on the agenda, assure the group that you will ensure that, that topic or item comes up at a later discussion Agree to stay longer if they want to continue the discussion Agree to postpone the decision on this topic to a later time so you can stay on time During the meeting make sure:
- 25. At the endof the meeting: Thank everyone for their participation Summarize any final points and brief everyone about what the next steps will be Let them know when you will have meeting minutes or notes made available to them
- 26. ? Are there anyother thing you need to do?
- 27. There are certaintangible aspects of effective meetings that should be considered to make the meeting as productive as possible.
- 28. Tangible aspects are: Meeting Location: Convenience Comfort Suitability Seating Arrangement: Best arrangement would be to set the chairs and tables up in a ‘U’ shape so that everyone can easily see and listen to each other.
- 29. Meeting Preparation: Mustsend out a reminder email to all of the attendees Bring copies of any supporting information Pack a box the day before, for example white board markers, Name tags or pads of paper
- 30. ? How many meetingsare to be held by a business
- 31. There is nota specific number of times for a business to conduct meetings because it depends on the nature of the business. But some types of meetings are necessary.
- 32. Types of Meeting: Formal Type A pre-arranged meeting time and schedule An agenda A minutes of the meeting- a written record A chairperson - to lead, co-ordinate or control An administrator or secretary An agreed process and procedure Informal Type Unstructured discussion No procedures or process Anyone taking the lead
- 33. I. Formal MeetingTypes: 1. Board Meeting 2. Annual General Meeting (AGM) 3. Extraordinary General Meeting (EGM) 4. Standing Committee Meeting 5. One-Off Committee 6. Public Meeting 7. Conference Meeting 8. External Meeting
- 34. 1. Board Meeting Once a month Directors of company attend the meeting Discuss company business Future direction of the company
- 35. 2. Annual GeneralMeeting In short form is called AGM Compulsory yearly meeting for listed company All directors and shareholders attend the meeting
- 36. 3. Extraordinary GeneralMeeting In short form is called EGM At any time of the year Give notice to shareholders For voting on proposed plans
- 37. 4. Standing CommitteeMeeting Standing committee is part of Board of Directors in the company Approve the proposed bonus payment and salary adjustment
- 38. 5. One-Off Committee Decisions on local matters Facilities Update Company Officers update Set of responsibilities and authorities Committee diction are published
- 39. 6. Public Meeting Held for seeking the opinions of the public If development plan of the corporation will affect people in a town
- 40. 7. Conference Meeting Speakers from different corporations to share their expert knowledge Take place over a few days Usually takes the form of presentations
- 41. 8. External Meeting Must contribution of two or more different parties Negotiation on merger and acquisition matter Participants protector their responses
- 42. II. Informal MeetingTypes One-on-One Team Meeting Informational Meeting
- 43. 1. One-on-One Justtwo people meet Discuss business ideas It may between manager and a staff member
- 44. 2. Team Meeting Must have a team Discussing the project and issues A Meeting may be called suddenly
- 45. 3. Informational Meeting: Get together to gain information Receive news about the company
- 46. Meeting etiquette 10 etiquetterules that every professional should know: 1. Be on time 2. Make introductions 3. Have a strong agenda 4. Sit appropriately 5. Speak up 6. Understand the unwritten speaking rules 7. Do not have your phone out 8. You can drink coffee, but you need permission for anything else 9. Clean up after yourself 10. Don't save all your questions for the end
- 47. Do’s and Don'tsin a meeting: Do’s: Be prepared for meeting Come on time Respond to queries Be serious and listen carefully Take notes Keep your belongings near you on the floor
- 48. Don’ts: Fiddle with pens,pencil,paper Doodleon a notepad Slouch in your seat Come late Speak loudly or too softly Walk out for a break before the meetings is over Blur out thoughts Use of negative language Use comfortable phrase like I disagree or I oppose this
- 49. CONCLUSION Meetings arein fact a waste of time Lengthy and boring But can be very helpful if conducted correctly Should be conducted only if necessary Brief and to the point Always be prepared for Disruptions
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