Effective Business Meetings

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Effective Business Meetings

Effective Business Meetings
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Aim of publication
To introduce the reader or the learner to the
concept of conducting business in an effective
manner

After developing the KeyPoints outlined in this publication, you should
mainly be able to:
☺ Plan Effective Business Meetings
☺ Lead Effective Business Meetings
☺ Participate Effectively in Business Meetings
Learning Objectives

☺ Planning Effective Business Meetings
☺ Leading Effective Business Meetings
☺ Participating Effectively in Business Meetings
Effective Business Meetings - Sections list

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Effective Business Meetings – Highlights
☺ determining whether or not a meeting is
needed.
☺ selecting the appropriate participants for an
information-reporting meeting.
☺ selecting the most effective meeting time.
☺ choosing the ideal location for a business
meeting.
☺ preparing the meeting location.
☺ conducting ice-breakers.
☺ …

Effective Business Meetings – Highlights
☺ …
☺ employing techniques to finish the meeting on
time.
☺ conducting an orderly meeting.
☺ avoiding groupthink.
☺ conducting a problem-solving meeting.
☺ managing meeting participants

Planning Effective Business Meetings – Summary
☺ If you are in a business that has meetings,
you know how much time is spent in them.
☺ A recent survey of 2000 business leaders
indicated that managers spend over fifty
percent of their time in meetings.
☺ That same study indicated that managers
felt that about one third of those meetings
were unproductive.
☺ The KeyPoints will present you with
information that will help you improve the
quality of your meetings.
☺ It will help you develop strategies necessary
for preparing effective business meetings, by
carefully considering the importance of all
the components of the meeting, including
people, place, purpose, time, agenda, and
atmosphere.

Planning Effective Business Meetings – Highlights
☺ Planning Business Meetings: Key
Considerations
☺ Establishing the Agenda for Business
Meetings
☺ Preparing for Success in Your Business
Meetings

Planning Effective Business Meetings: Planning Key Considerations
☺ identify the benefits of being thorough when
planning a business meeting.
☺ identify whether a meeting is needed, in a
given example.
☺ recognize the appropriate type of meeting, in
a given scenario.
☺ choose who should attend a meeting based on
the meeting type, in a given scenario.
☺ identify the most effective time to have a
meeting, in a given scenario.
☺ choose an ideal location for a business
meeting, in a given scenario.
☺ characterize the interactionist perspective
of conflict.

Planning Effective Business Meetings: Establishing the Agenda
☺ identify the benefits of preparing an
effective agenda.
☺ identify the effective objective, in a given
scenario.
☺ choose the best agenda for a meeting, given
a scenario.

Planning Effective Business Meetings: Preparing for Success
☺ identify the benefits of preparing the
meeting's site, participants, and follow-up.
☺ recognize three ways to prepare
participants.
☺ choose the ideal meeting environment in a
given scenario.
☺ identify the items that should be prepared in
advance to aid in the follow-up.

Leading Effective Business Meetings – Summary
☺ Since there are more than 11 million
meetings held every day in the United
States, there is a good chance that your life
is full of meetings.
☺ There is a general agreement among business
professionals that most meetings are not well
run.
☺ They often waste your time, drain your
energy, seem to have no purpose, and bear
few positive results.
☺ Are you tired of attending meetings like
this? Are you tired of your meetings ending
up like this?
☺ These KeyPoints will teach you how to make
your meetings more successful by providing
the tools and information that are necessary
to lead an effective meeting.

Leading Effective Business Meetings – Highlights
☺ Making the Most of Your Time During
Meetings
☺ Tools for Effective Meeting Leaders
☺ Leading Various Types of Meetings

Leading Effective Business Meetings: Making the Most of Your Time
During Meetings
☺ recognize the benefits of understanding how
to use time effectively during business
meetings.
☺ identify techniques for finishing a meeting on
time.
☺ identify examples of what a leader should
say during the phases of a meeting.
☺ match types of questions that encourage
participation during a meeting to examples of
when they should be used.
☺ ask appropriate questions to encourage
participation during a given meeting.
☺ recognize the tips for avoiding groupthink.

Leading Effective Business Meetings: Tools for Effective Meeting
Leaders
☺ recognize the benefits of understanding how
to use tools for leading a meeting.
☺ identify reasons for using icebreakers during
a meeting.
☺ recognize the importance of rules of order.
☺ match types of audiovisual equipment to the
circumstances under which they should be
used.

Leading Effective Business Meetings: Leading Various Types of
Meetings
☺ recognize the benefits of knowing how to
lead various types of meetings.
☺ identify guidelines for leading a virtual
meeting.
☺ match decision-making techniques to
examples of circumstances under which they
should be used.
☺ determine the appropriate decision-making
technique to use in a given scenario.
☺ identify the steps for guiding a group
through a problem-solving meeting.
☺ apply the steps for guiding a group through a
problem-solving meeting, given a scenario.

Participating Effectively in Business Meetings – Summary
☺ A meeting is a gathering of people to
present or exchange information, plan joint
activities, make decisions, or carry out
actions already agreed upon.
☺ Almost every group activity or project
requires a meeting, or meetings, of some
sort.
☺ Knowing how to hold efficient and effective
meetings can help make projects successful.
☺ In a good meeting, participants' ideas are
heard, decisions are made through group
discussion and with reasonable speed, and
activities are focused on desired results.
☺ …

Participating Effectively in Business Meetings – Summary
☺ …
☺ Good meetings help generate enthusiasm for
a project, build skills for future projects,
and provide participants with techniques that
may benefit them in their future careers.
☺ As a chairperson, a secretary, or a group
member, it is crucial to your meeting's
success to know what your role is during a
meeting.
☺ By knowing your duties, you can effectively
assume one of these roles and help to attain
success during your meetings.

Participating Effectively in Business Meetings: – Highlights
☺ Responsibilities of the Chairperson
☺ Responsibilities of the Secretary
☺ Responsibilities of the Members

Participating Effectively in Business Meetings: Responsibilities of the
Chairperson
☺ recognize the importance of understanding
the role of the chair.
☺ recognize the techniques for managing the
discussion of issues.
☺ manage the discussion of issues, in a
business meeting example.
☺ match the strategies for managing people to
examples.
☺ use the strategies to manage participants in
a simulated business meeting.
☺ recognize the steps for managing time.
☺ effectively manage time in a simulated
business meeting.

Secretary
☺ recognize the benefits of understanding the
responsibilities of the secretary.
☺ identify the activities that the secretary can
perform prior to a meeting.
☺ match the principles for taking minutes to
their characteristics.
☺ effectively apply the principles for taking
minutes for a simulated business meeting.
☺ identify the elements required to effectively
prepare the minutes of a business meeting
for distribution.

Members
☺ recognize the importance of understanding
the role of the members.
☺ identify strategies to fulfill the members'
role to help keep a meeting on track.
☺ identify how members should prepare for a
business meeting.
☺ identify the strategies that will help group
members to actively participate in a business
meeting.
☺ apply effective participation guidelines during
a simulated meeting.

Effective Business Meetings

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