This document discusses essentials for effective meetings. It begins by noting that meetings have costs associated with them and can be unproductive if not planned properly. An agenda is important to stay organized and on track. Different types of meetings are described such as staff, status, management, and ad hoc meetings. Best practices are provided for conducting meetings, including being prepared, participating, starting and ending on time, assigning tasks, and following up after the meeting. The overall document emphasizes the importance of proper planning, facilitation, and follow up for meetings to be productive.

1. Meeting EssentialMeeting Essential
Presented By:Presented By:
RushiRushi
(1424005)`(1424005)`
Anuradha (1424011)Anuradha (1424011)
SwatiSwati (1424016)(1424016)
Pavan (1424021)Pavan (1424021)
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2.  Why Have A Meeting ……???
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3. The cost of organising meeting depends
upon ....
• Travel expenses
• Salaries
• Accommodation
• Refreshment
• Venue hire
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4. Meetings are unproductiveMeetings are unproductive
((Unsuccessful meeting can be a disaster….))
• Leader tries to accomplish too much
• Conflict between members
• Purpose is unclear
• No agenda
• Start late
• Leader loose control
• No clear direction
• No clear conclusion
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6. March 21, 2015 6Meeting Essentials

7. Need For AgendaNeed For Agenda
The outline of items to discussed and tasks to be
accomplished during a meeting
An Agenda,
• Is an organizational tool
• Helps members to prepare for meeting
• Is a time management tool
• Provides measure of success
So begin with Agenda ……
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8. Meeting BasicsMeeting Basics
• A meeting is a gathering of two or more people
where positive discourse occurs. Of course their
purposes will vary.
• Standard verbal expression in speech or writing.
An extended communication dealing with some
particular topic.
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9. • Meetings enable face to face contact of number
of people at the same time.
• Provides opportunities for sharing information,
making suggestions and proposals, taking
discussions and obtaining instant feedback.
• They facilitate exchange of views.
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10. Types of meeting
1. Staff or team meeting
 Team leader or manager
 Regular basis – Open line communication
 Encourage two way communication
 Communicate problem or solutions
 Provides focus for the team
 Example – Dept. staff meeting
2. Status meeting (Standing or condition)
 Provide current information about something that is
ongoing
 Lead by team leader, supervisor, line leader etc.
 Involves one way communication
 Example- Development of new product line
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11. 3. One-on-one meeting
 Most frequent workplace meeting
 Between co-workers, supervisor, employees to learn
new database
 Performance appraisal (judgment of how well
someone performing on job)
4. Management meeting
 Administrative staff from various levels
 Regular basis- open line communication
 Example- Hostel student council meeting
 Communicate problems or solutions
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12. 5. Board meeting
 Held for administrative purpose
 Involves board of director, governors, trustees,
elected officers
 Simply referred to as the board
 Held at definite interval
6. Ad Hoc meeting (for this purpose)
 For special issues or situations
 After completion of task, committee disbands
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13. Frequency of meetings
1. One time meeting
 Several hours/entire day/span of several days
 Involves few individuals
 Example – workshops arranged for workers
training
1. Recurring meeting
 Regular basis- each week, month, year
 Example- dept. meetings
 Includes lectures & events that contn. Over several
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14. 3. Series meeting
 Similar to recurring meetings
 But topic discussed varies
 Encourage individual inputs, build team spirit,
improve knowledge of employees
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15. Meeting styles
1. Informal meetings
 Staff meeting, team meeting, status meeting will
generally be held in an informal or relaxed setting.
 Example- team leader may arranged staff meeting
in conference room
 Breakfast or lunch may arranged
Impromptu meetings
 Typically occurs , takes place anywhere
 People meet spontaneously & conversation @
business matter
 Provides opportunity network & exchange info.
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16. Stand up meetings
 Held daily
 Provide status update to team member
 Example – meeting held at workplace on the form
of circle in an open area making commitments to
each other
2. Formal meetings
 Requires planning with an agenda
 Follows an established set of rules
 Agenda is distributed before meeting
 Start and end on time
 Written records of the meeting are distributed
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17. Voice and
video chat
Teleconferencing
Web
conferencing
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18. Participating in meetings
1. Be present
 Serious commitment
 On time
 Being late is rude, annoying, inconsiderate
 If unable to attend, contact meeting leader
& explain
 If can’t present physically, connect
electronically
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19. 2. Be prepared
 Be present & prepare yourself mentally
 Bring notepad, pen etc.
 Record key points to refer later
 Bring laptop
 Be with electronic calendar to check your
availability in future
 If you have to ask for share information, so
you should have copies for all
 Bring agenda
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20. 2. Be participatory
 To contribute, to take part
 Be an active listener
 Make eye contact to leader/speaker
 Avoid distraction
 Make notes
 Ask question that you think of them
 Comment on agenda
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21. Tips before you attend a meeting -
 Be alert, look confident and
interested.
 Be respectful of the thoughts,
ideas, opinions of others.
 Be willing to share your ideas.
 Don’t interrupt the comments of others.
 Don’t monopolize the discussion- others have
important ideas too.
 Don’t be defensive if others don’t agree with your
ideas.
 Don’t make critical remarks about the thoughts and
opinions of others.
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22. Planning of meeting
- Clearly Identify Objectives.
- Determine the participants.
- Determine time, place and equipment needed.
- Prepare the Agenda.
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23. Conduct the meeting
Start in time
Introduce the
topics of the
meeting
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24. Do not let
talkative people
take over.
Make sure tasks are
clearly assigned
Prepare what next
meeting will discuss
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25. Finish in time!
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26. Tips before you conduct a meeting
Have a good reason for calling the meeting.
Begin and end on time.
Keep comments limited to the topic being
discussed.
Encourage everyone to participate.
Allow only one person to speak at a time.
Do not take sides or show favoritism.
Do not permit private discussions.
Summarize all decisions and assignment.
Close on a positive note.
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27. Follow up activity
1. Distribute a summary
 Email a meeting summary within 24 hrs.
1. Evaluate the effectiveness
 Review feedback
 Make self assessment
1. Verify that assigned duties are underway
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