This document discusses best practices for conducting an effective business meeting. It recommends identifying a clear purpose and agenda, deciding attendees, following the agenda, keeping discussions focused and timed, addressing conflicts, summarizing accomplishments, and following up with formal minutes. The overall goal is to share information, make suggestions, take decisions, and obtain feedback in an efficient manner through face-to-face communication.

1. BUSINESS MEETING

2. • IT IS AN EFFICIENT TOOL IN THE COMMUNICATION
PROCESS .
• FACE TO FACE CONTACT
• OPPORTUNITY FOR SHARING INFORMATION
• MAKING SUGGESTIONS AND PROPOSALS
• TAKING DECISIONS
• OBTAINING INSTANT FEEDBACK

3. ARRANGE
ACTIVITIES
REPORT ON
ACTIVITY OR
EXPERIENCE
PUT FORWARD
IDEAS
GIVE INFORMATION
TO A GROUP OF
PEOPLE
TO OBTAIN
ASSISTANCE
TO CREATE
INTEREST AND
INVOLVEMENT

6. PLANNING THE MEETING
• IDENTIFYING YOUR PURPOSE
• DETERMINING WHETHER A MEETING IS
NECESSARY
• PREPARING AN AGENDA
• DECIDING WHO SHOULD ATTEND.

7. CONDUCTING THE MEETING
• The manager must be a leader
during the meeting, keeping the
group focused on the point and
encouraging participation.
• PUNCTUALITY
• An effective leader begins and ends
each meeting on time.
• Don’t waste time for latecomers.

8. FOLLOWNG THE AGENDA
• One key to a focused meeting is to follow the
agenda.
• At formal meeting you will be expected to
discuss all items on the published agenda and
no items not on the agenda.
• LEADING THE MEETING
• Preventing people from talking too much.
• Determine which problem solving strategy is
approprfiate.

9. CONT…..
• As leader you’ll sometimes have to resolve
conflicts among members.
• At the end of the meeting, summarize for
every one what the meeting has accomplished
• Review any assignments and make sure that
everyone understands his or her
responsibilities.

10. Follow up the meeting
• Formal meeting require formal minutes of
what took place
• The minutes should be accurate, objective,
and complete