Meetings and conferences facilitate the exchange of information, viewpoints, and ideas. They help remove misconceptions, finalize plans and strategies, and clarify concepts. Meetings are the most popular method of interactive communication as they allow for direct, face-to-face discussion. Proper preparation is important and includes determining location, agenda, attendees, and any necessary paperwork or visual aids. Meetings require punctuality, active contribution and listening from participants. Conferences involve larger groups of 50 or more people assembling to discuss common problems or activities and may include participants from different organizations.

2. MEETINGS &
CONFERENCES

3. INTRODUCTION
“CONFERENCE & MEETING REFERS TO AN
ASSEMBLY OF PERSONS WHO COME
TOGETHER AND TO THINK CAREFULLY ON
TOPICS AND ISSUES OF COMMUNICABLE
INTEREST.”

4. THEY FACILITATE:-
EXCHANGE OF INFORMATION.
ALTERNATIVE VIEWPOINT.
REMOVAL OF MISCONCEPTIONS.
FINALIZATION OF PLANS AND STRATEGIES.
CLARIFICATION OF CONCEPTS AND IDEAS.

5. MEETINGS
• MEETINGS ARE THE MOST POPULAR METHOD
OF INTERACTIVE COMMUNICATION. THEY
FACILITATE DIRECT, FACE TO FACE
COMMUNICATION.
• WHEN THERE ARE TWO OR MORE PERSONS,
THERE IS A MEETING.
MEETINGS ARE THE MOST POPULAR METHOD
OF INTERACTIVE COMMUNICATION.

6. CONTINUE…
• THEY SERVE THE VALUABLE OBJECTIVE OF FACILITATING
EXCHANGE OF INFORMATION,FORECASTING TEAM
SPIRIT AND COMMITMENT TO COMMON GOALS AND
OBJECTIVES.
• MORE IMPORTANTLY, THEY HELP IN ELOBRATING IDEAS,
CLARIFYING CONCEPTS AND CLEARING CONFUSION.

7. PURPOSES OF MEETING
 TO SAVE TIME IN COMMUNICATION.
 TO DISCUSS AND SOLVE PROBLEMS RELATING TO
BUSINESS.
 TO RESOLVE CONFLICTS & CONFUSION AMONG
TARGET GROUP.
 TO GIVE AND GET NEW IDEAS AND IMMIDIATE
REACTIONS.
 TO GENERATE PASSION AND POSITIVE ATTITUDES.

8. PREPARATION FOR A MEETING
FOLLOWING ARE THE BROAD AREAS
WHERE PREPARATORY WORK RELATING TO
CONDUCTING A MEETING MAY BE NECESSARY:-
DOMESTIC
PAPERWORK
ARRANGEMENT
PURPOSE SUPPORT
CODE FOR
MEETING

9. DOMESTIC ARRANGEMENT:-
 WHERE WILL THE MEETING BE HELD:;VENUE?
 AT WHAT TIME AND DAY WILL IT BE HELD?
 WHAT WILL BE THE DURATION OF THE
MEETING?
 WHO WILL BW INVITED TO ATTEND?
 WHO WILL CHAIR THE MEETING?
 WHETHER LUNCH/DINNER IS ARRANGED?

10. PAPERWORK:-
 MINUTES OF THE PREVIOUS MEETING AND
RELATED RECORDS.
 WRITTEN REPORTS OR GRAPHICS REQUIRED
AT THE TIME OF THE MEETING.

11. PURPOSE:-
 WHAT DO YOU WANT TO ACHEIVE?
 WHAT KIND OF MEETING IS IT?
 DOES THE LEADER NEED TO ACQUIRE SPECIALIST
ADVICE ON ANY SUBJECT?

12. SUPPORT:-
 IS A WROTTEN REPORT IS REQUIRED?
 HOW MCH GENERAL KNOWLEDGE AND
AWARENESS IS REQIRED?
 DO YOU USE MIKE OR OTHER AUDIO AIDS?
 IS THERE A NEED TO USE ADVANCED VISUAL
AIDS FOR BETTER PRESENTATION?

13. CODE FOR MEETING:-
 START AND END ON TIME.
 BE PRESENT ON TIME AND BE PREPARED
MENTALLY.
 SET AN AGENDA(LIST OF ITEMS).
 DON’T INTERRUPT UNNECESSARILY.
 GIVE FULL ATTENTION TO DISCUSSIONS.
 RECORD IDEAS/DISCUSSION.

14. PARTICIPANTS ROLE
DURING THE MEETING
1. PUNCTUALITY (regularity):-THE LEADER TO
START THE MEETING IN TIME.
2. CONTRIBUTING INFORMATION
3. RAISING QUESTION
4. LISTENING THOUGHTFULLY
5. AVOIDING SIDE DISCUSSION
6. CHEERINGING OTHER PERSONS VIEWS
7. KEEP AN OPEN MIND
8. SHOW INTEREST IN WHAT OTHERS SAY

15. CONFERENCE
• A CONFERENCE IS A MEETING OF LARGE
GROUP OF PERSONS ASSEMBLED FOR THE
PURPOSE OF DISCUSSION COMMON
PROBLEMS OR ACTIVITIES.
• THE NUMBER OF PARTICIPANTS MAY BE
ANYTHING FROM 50 TO 500 OR MORE.
• THE PARTICIPANTS MAY NOT BE FROM THE
SAME ORGANIZATION.

16. DIFFERENCE BETWEEN
MEETING AND CONFERENCE

17. CONTINUE