This document provides guidance on planning, managing, and conducting meetings. It is divided into three main elements: plan and prepare for meetings, conduct meetings, and debrief and follow up on meetings. Key aspects covered include identifying meeting needs, developing agendas, arranging logistics, chairing meetings effectively, encouraging participation, and managing time. Meeting roles such as chairperson and secretary are also defined. The document offers best practices for organizing and leading productive meetings.
Business meetings serve several important purposes. They facilitate the exchange of information, foster team spirit, help elaborate ideas, and clarify concepts. There are various types of formal meetings, each with different participants and purposes, such as business meetings with clients, staff meetings, management meetings, and board meetings. When convening a meeting, it is important to follow best practices like having a clear agenda, objectives, and action items. The role of the chairperson is significant in leading the discussion and keeping the meeting on track. Meeting minutes provide an official record of what was discussed.
This document discusses how to conduct effective meetings. It begins by defining what a meeting is and explaining that most meetings are unproductive, with people daydreaming or being distracted. It then outlines the costs of unproductive meetings, in both direct financial costs and lost productivity. The document proposes a framework for effective meetings that includes planning the meeting, conducting it, and following up afterwards. Key aspects of planning include defining the purpose and participants, and creating an agenda. Conducting effectively involves outlining goals, managing discussion, and reaching closure. Follow up requires distributing minutes, ensuring commitments are met, and planning future steps. The document also provides etiquette tips for participating in meetings productively.
Anteprima Corso di Formazione Online di Business English, promosso da Accademia Formalia - Ente Leader nella progettazione ed erogazione Corsi di Formazione Professionali Online - www.formalia.it
This document provides an overview of Project Management Deliverable 4D, which is to develop a project management plan. It lists the primary and secondary tools used, including developing a communication plan, creating a project schedule in Excel or MS Project, establishing team consensus, and facilitating effective meetings. The goals are to identify team members, interface with stakeholders, and develop a project plan with milestones and timelines to effectively manage the project.
This document provides an overview of Project Management Deliverable 4D, which is to develop a project management plan. It lists the primary and secondary tools used, including developing a communication plan, creating a project schedule in Excel or MS Project, establishing team consensus, and facilitating effective meetings. The goals are to identify team members, interface with stakeholders, and develop a project plan with milestones and timelines to effectively manage the project.
The document discusses how to effectively plan and conduct meetings. It recommends determining a clear purpose and desired outcomes, creating an agenda that lists items in order of importance and estimates time needed for each, and involving the right people. It also suggests designating roles like facilitator and scribe. Effective meeting participation involves preparation, being on time and engaged. The document provides tips for opening, closing and decision-making in meetings, as well as facilitation tools to help structure discussions.
A meeting is defined as a gathering of two or more people coming together for a common purpose through verbal interaction to share information or reach agreement. Meetings can occur in person or virtually through technology. There are different types of meetings including status, work, staff, team, ad-hoc, management, board, and one-on-one meetings. Effective meetings involve setting clear objectives, providing an agenda beforehand, assigning preparation and action items, and evaluating the meeting process for improvement.
This document provides tips and guidelines for planning and running effective meetings that achieve desired outcomes. It discusses determining clear goals and outcomes for each meeting topic, designing a process to reach each outcome, and avoiding overcrowded agendas. It also offers advice for meeting leaders and participants, such as sticking to the agenda, building momentum for problem solving, preparing, concentrating, and being flexible. The overall message is that meetings should be intentionally planned and facilitated to move teams and projects forward.
Business meetings serve several important purposes. They facilitate the exchange of information, foster team spirit, help elaborate ideas, and clarify concepts. There are various types of formal meetings, each with different participants and purposes, such as business meetings with clients, staff meetings, management meetings, and board meetings. When convening a meeting, it is important to follow best practices like having a clear agenda, objectives, and action items. The role of the chairperson is significant in leading the discussion and keeping the meeting on track. Meeting minutes provide an official record of what was discussed.
This document discusses how to conduct effective meetings. It begins by defining what a meeting is and explaining that most meetings are unproductive, with people daydreaming or being distracted. It then outlines the costs of unproductive meetings, in both direct financial costs and lost productivity. The document proposes a framework for effective meetings that includes planning the meeting, conducting it, and following up afterwards. Key aspects of planning include defining the purpose and participants, and creating an agenda. Conducting effectively involves outlining goals, managing discussion, and reaching closure. Follow up requires distributing minutes, ensuring commitments are met, and planning future steps. The document also provides etiquette tips for participating in meetings productively.
Anteprima Corso di Formazione Online di Business English, promosso da Accademia Formalia - Ente Leader nella progettazione ed erogazione Corsi di Formazione Professionali Online - www.formalia.it
This document provides an overview of Project Management Deliverable 4D, which is to develop a project management plan. It lists the primary and secondary tools used, including developing a communication plan, creating a project schedule in Excel or MS Project, establishing team consensus, and facilitating effective meetings. The goals are to identify team members, interface with stakeholders, and develop a project plan with milestones and timelines to effectively manage the project.
This document provides an overview of Project Management Deliverable 4D, which is to develop a project management plan. It lists the primary and secondary tools used, including developing a communication plan, creating a project schedule in Excel or MS Project, establishing team consensus, and facilitating effective meetings. The goals are to identify team members, interface with stakeholders, and develop a project plan with milestones and timelines to effectively manage the project.
The document discusses how to effectively plan and conduct meetings. It recommends determining a clear purpose and desired outcomes, creating an agenda that lists items in order of importance and estimates time needed for each, and involving the right people. It also suggests designating roles like facilitator and scribe. Effective meeting participation involves preparation, being on time and engaged. The document provides tips for opening, closing and decision-making in meetings, as well as facilitation tools to help structure discussions.
A meeting is defined as a gathering of two or more people coming together for a common purpose through verbal interaction to share information or reach agreement. Meetings can occur in person or virtually through technology. There are different types of meetings including status, work, staff, team, ad-hoc, management, board, and one-on-one meetings. Effective meetings involve setting clear objectives, providing an agenda beforehand, assigning preparation and action items, and evaluating the meeting process for improvement.
This document provides tips and guidelines for planning and running effective meetings that achieve desired outcomes. It discusses determining clear goals and outcomes for each meeting topic, designing a process to reach each outcome, and avoiding overcrowded agendas. It also offers advice for meeting leaders and participants, such as sticking to the agenda, building momentum for problem solving, preparing, concentrating, and being flexible. The overall message is that meetings should be intentionally planned and facilitated to move teams and projects forward.
The document outlines the steps to successful mentoring relationships. It discusses the roles and responsibilities of mentors and mentees. The seven steps include: learning about mentoring, discussing keys to success, having initial and follow up meetings, concluding the partnership, and considering a formal mentoring program. Mentors are responsible for sharing expertise, expanding networks, and providing feedback. Mentees are responsible for setting goals and being open to learning. The benefits for both include personal and career development.
The document provides tips for engaging event participants through effective meeting design and presentation techniques. It recommends building a meeting design team, aligning the meeting with business priorities, leveraging technology, incorporating human touches, integrating messages, and using techniques like interview-style presentations, breakout sessions, and networking opportunities to encourage participation and feedback.
The document provides tips for engaging event participants through effective meeting design and presentation techniques. It recommends building a meeting design team, aligning the meeting with business priorities, leveraging technology, incorporating human interaction, integrating key messages, and using techniques like interview-style presentations, breakout sessions, and networking opportunities. The goal is to educate, inspire, and motivate attendees through face-to-face interaction rather than one-way presentations.
Leading effective meetings facilitator guideLaura Staley
A facilitator guide for a class on leading effective meetings. It goes with this presentation - http://www.slideshare.net/LauraStaley1/leading-effective-meetings-slides.
February 13 | Facilitation for adaptation policy makersNAP Global Network
Presentation by Blane Harvey, NAP Global Network, as part of the NAP Global Network's Targeted Topics Forum on “Troubleshooting for NAP implementation and building support for the NAP process through strategic communications” held in Stone Town, United Republic of Tanzania, in February 2019.
TMA World: A Guide to Leading Virtual MeetingsTMA World
Virtual meetings are an essential form of communication in the borderless workplace. However, poor discipline, such as an unclear purpose or structure, can make these interactions frustrating and a poor use of time.
This TMA World presentation offers advice, which will ensure that running an effective meeting becomes second nature.
For more information and advice on how you and your organization can thrive in the borderless workplace, contact us today: enquiries@tmaworld.com
Or, visit our website: www.tmaworld.com
The document provides information about a professional business communication course, including its objectives, outcomes, and assessment. It discusses key components of meetings like notices, agendas, and minutes. Notices inform members of meeting details, while agendas list items for discussion and minutes record decisions made. The differences between agendas and minutes are also explained. Students will learn how to draft these documents and apply communication skills in professional settings.
These slides gives the detailed description about meetings and its types, how to plan and how to conduct meeting. Also how to prepare agenda and minutes for a meeting.
Meetings Do Matter!
Meetings are a place not only to get information, but also where people make judgments about each other. Meetings are your stage to present yourself in a positive light. Don't miss out on that opportunity. It could make or break your career!
In the rest of this lesson you'll get tips for getting more from meetings, as well as making a good impression while you're there.
A meeting planner coordinates all aspects of meetings and events. They are responsible for planning the agenda, establishing objectives, predicting attendance, setting the budget, selecting the site and facilities, negotiating contracts, arranging travel and transportation, organizing audiovisual needs, and more. During events, they conduct briefings, troubleshoot issues, and approve invoices. After events, meeting planners debrief participants and evaluate the event to plan future meetings. Meeting planners must have strong administrative and leadership skills to successfully manage all pre-meeting, on-site, and post-meeting responsibilities.
Learn how to run meetings that produce results every time.
1. Use Foundation Tools to Set the Stage for Success.
2. Proactively Manage the Three Meeting Phases.
3. Keep Participants Engaged and Accountable.
This document provides guidance on how to chair meetings successfully. It defines a meeting as a gathering where positive discourse occurs and a productive meeting as one that achieves its objectives. Productive meetings require preparation such as creating an agenda, defining objectives, inviting the right people, and preparing materials. During the meeting, the chair should inform participants of the purpose, get them excited about it, empower their participation, and immediately involve them. The chair should also lead effectively and assign a note taker. The meeting should close by summarizing decisions made and next steps. Causes of unproductive meetings include unclear purpose and lack of organization.
The document discusses strategies for effective meetings. It introduces the PEARLS framework for planning meetings which stands for Planning, Purpose, Participants, Expectations, Agenda, Roles, Limits, and Scope. It then outlines objectives and content for three modules which cover choosing meeting types, developing agendas, and strategies for effective meetings such as using technology, establishing ground rules, and injecting fun.
This document discusses staff meetings in a school context. It provides definitions of a staff meeting, which is a gathering of school staff to discuss issues related to running the school. It emphasizes the importance of effective preparation, organization, and follow up for staff meetings. Key aspects that are covered include developing an agenda and objectives, distributing materials in advance, keeping the meeting on track and focused, taking and distributing minutes, and following up on action items. The document also categorizes different types of meetings like problem-solving meetings, informational meetings, and brainstorming meetings.
NCV 4 Personal Assistance Hands-On Support - Module 1Future Managers
This document provides guidance on planning and conducting effective meetings. It discusses determining meeting objectives and attendees, creating agendas and documentation, meeting protocols, managing discussions, and follow-up tasks. Key points covered include deciding when a meeting is necessary, setting objectives, inviting appropriate delegates, drafting notices and agendas, chairing discussions, resolving conflicts, taking minutes, and ensuring action items are completed.
Meetings are an integral function of any organization / School. The effective conduct of meetings result in higher productivity, increases accountability, promotes inclusion, facilitates creative thinking & innovations & a shared sense of purpose.
Step 8 Training Materials - Facilitator GuidePMSD Roadmap
A set of guidance notes and session plans to help a facilitator lead a training workshop for practitioners on Facilitating Change.
All materials required for the workshop are linked to from within the guide.
How To Build Valuable Partnerships At Global Business Development EventsCXO 2.0 Conference
Global business development events provide opportunities to network, gain knowledge, and expand into new markets through potential partnerships. To maximize the benefits, businesses should set clear objectives, research attendees, prepare an effective pitch, and follow up on contacts made. Attending prestigious leadership events allows engagement with industry leaders through workshops and panels, as well as social events for networking. Following strategies like scheduling meetings in advance and relevant sessions can help build valuable partnerships for sustained growth.
This document discusses conferences, seminars, and press meets. It defines conferences as forums for oral communication among groups of similar intellectual ability or hierarchy. Conferences provide opportunities for experts to share knowledge but can be time consuming and expensive. Seminars involve presenting papers on a theme and group discussion to clarify complex topics. They stimulate thinking but have limited scope. Press meets are used to promote an organization's image through answering journalist questions and conveying key messages. Maintaining contact with journalists after is important.
High-Quality IPTV Monthly Subscription for $15advik4387
Experience high-quality entertainment with our IPTV monthly subscription for just $15. Access a vast array of live TV channels, movies, and on-demand shows with crystal-clear streaming. Our reliable service ensures smooth, uninterrupted viewing at an unbeatable price. Perfect for those seeking premium content without breaking the bank. Start streaming today!
https://rb.gy/f409dk
Easy Earnings Through Refer and Earn Apps Without KYC.pptxFx Lotus
Learn how to make extra money with refer and earn apps that don’t require KYC. Find out the advantages, top apps, and strategies to boost your earnings quickly and easily.
More Related Content
Similar to PPT_Plan_manage__conduct_meetings_290812.pptx
The document outlines the steps to successful mentoring relationships. It discusses the roles and responsibilities of mentors and mentees. The seven steps include: learning about mentoring, discussing keys to success, having initial and follow up meetings, concluding the partnership, and considering a formal mentoring program. Mentors are responsible for sharing expertise, expanding networks, and providing feedback. Mentees are responsible for setting goals and being open to learning. The benefits for both include personal and career development.
The document provides tips for engaging event participants through effective meeting design and presentation techniques. It recommends building a meeting design team, aligning the meeting with business priorities, leveraging technology, incorporating human touches, integrating messages, and using techniques like interview-style presentations, breakout sessions, and networking opportunities to encourage participation and feedback.
The document provides tips for engaging event participants through effective meeting design and presentation techniques. It recommends building a meeting design team, aligning the meeting with business priorities, leveraging technology, incorporating human interaction, integrating key messages, and using techniques like interview-style presentations, breakout sessions, and networking opportunities. The goal is to educate, inspire, and motivate attendees through face-to-face interaction rather than one-way presentations.
Leading effective meetings facilitator guideLaura Staley
A facilitator guide for a class on leading effective meetings. It goes with this presentation - http://www.slideshare.net/LauraStaley1/leading-effective-meetings-slides.
February 13 | Facilitation for adaptation policy makersNAP Global Network
Presentation by Blane Harvey, NAP Global Network, as part of the NAP Global Network's Targeted Topics Forum on “Troubleshooting for NAP implementation and building support for the NAP process through strategic communications” held in Stone Town, United Republic of Tanzania, in February 2019.
TMA World: A Guide to Leading Virtual MeetingsTMA World
Virtual meetings are an essential form of communication in the borderless workplace. However, poor discipline, such as an unclear purpose or structure, can make these interactions frustrating and a poor use of time.
This TMA World presentation offers advice, which will ensure that running an effective meeting becomes second nature.
For more information and advice on how you and your organization can thrive in the borderless workplace, contact us today: enquiries@tmaworld.com
Or, visit our website: www.tmaworld.com
The document provides information about a professional business communication course, including its objectives, outcomes, and assessment. It discusses key components of meetings like notices, agendas, and minutes. Notices inform members of meeting details, while agendas list items for discussion and minutes record decisions made. The differences between agendas and minutes are also explained. Students will learn how to draft these documents and apply communication skills in professional settings.
These slides gives the detailed description about meetings and its types, how to plan and how to conduct meeting. Also how to prepare agenda and minutes for a meeting.
Meetings Do Matter!
Meetings are a place not only to get information, but also where people make judgments about each other. Meetings are your stage to present yourself in a positive light. Don't miss out on that opportunity. It could make or break your career!
In the rest of this lesson you'll get tips for getting more from meetings, as well as making a good impression while you're there.
A meeting planner coordinates all aspects of meetings and events. They are responsible for planning the agenda, establishing objectives, predicting attendance, setting the budget, selecting the site and facilities, negotiating contracts, arranging travel and transportation, organizing audiovisual needs, and more. During events, they conduct briefings, troubleshoot issues, and approve invoices. After events, meeting planners debrief participants and evaluate the event to plan future meetings. Meeting planners must have strong administrative and leadership skills to successfully manage all pre-meeting, on-site, and post-meeting responsibilities.
Learn how to run meetings that produce results every time.
1. Use Foundation Tools to Set the Stage for Success.
2. Proactively Manage the Three Meeting Phases.
3. Keep Participants Engaged and Accountable.
This document provides guidance on how to chair meetings successfully. It defines a meeting as a gathering where positive discourse occurs and a productive meeting as one that achieves its objectives. Productive meetings require preparation such as creating an agenda, defining objectives, inviting the right people, and preparing materials. During the meeting, the chair should inform participants of the purpose, get them excited about it, empower their participation, and immediately involve them. The chair should also lead effectively and assign a note taker. The meeting should close by summarizing decisions made and next steps. Causes of unproductive meetings include unclear purpose and lack of organization.
The document discusses strategies for effective meetings. It introduces the PEARLS framework for planning meetings which stands for Planning, Purpose, Participants, Expectations, Agenda, Roles, Limits, and Scope. It then outlines objectives and content for three modules which cover choosing meeting types, developing agendas, and strategies for effective meetings such as using technology, establishing ground rules, and injecting fun.
This document discusses staff meetings in a school context. It provides definitions of a staff meeting, which is a gathering of school staff to discuss issues related to running the school. It emphasizes the importance of effective preparation, organization, and follow up for staff meetings. Key aspects that are covered include developing an agenda and objectives, distributing materials in advance, keeping the meeting on track and focused, taking and distributing minutes, and following up on action items. The document also categorizes different types of meetings like problem-solving meetings, informational meetings, and brainstorming meetings.
NCV 4 Personal Assistance Hands-On Support - Module 1Future Managers
This document provides guidance on planning and conducting effective meetings. It discusses determining meeting objectives and attendees, creating agendas and documentation, meeting protocols, managing discussions, and follow-up tasks. Key points covered include deciding when a meeting is necessary, setting objectives, inviting appropriate delegates, drafting notices and agendas, chairing discussions, resolving conflicts, taking minutes, and ensuring action items are completed.
Meetings are an integral function of any organization / School. The effective conduct of meetings result in higher productivity, increases accountability, promotes inclusion, facilitates creative thinking & innovations & a shared sense of purpose.
Step 8 Training Materials - Facilitator GuidePMSD Roadmap
A set of guidance notes and session plans to help a facilitator lead a training workshop for practitioners on Facilitating Change.
All materials required for the workshop are linked to from within the guide.
How To Build Valuable Partnerships At Global Business Development EventsCXO 2.0 Conference
Global business development events provide opportunities to network, gain knowledge, and expand into new markets through potential partnerships. To maximize the benefits, businesses should set clear objectives, research attendees, prepare an effective pitch, and follow up on contacts made. Attending prestigious leadership events allows engagement with industry leaders through workshops and panels, as well as social events for networking. Following strategies like scheduling meetings in advance and relevant sessions can help build valuable partnerships for sustained growth.
This document discusses conferences, seminars, and press meets. It defines conferences as forums for oral communication among groups of similar intellectual ability or hierarchy. Conferences provide opportunities for experts to share knowledge but can be time consuming and expensive. Seminars involve presenting papers on a theme and group discussion to clarify complex topics. They stimulate thinking but have limited scope. Press meets are used to promote an organization's image through answering journalist questions and conveying key messages. Maintaining contact with journalists after is important.
Similar to PPT_Plan_manage__conduct_meetings_290812.pptx (20)
High-Quality IPTV Monthly Subscription for $15advik4387
Experience high-quality entertainment with our IPTV monthly subscription for just $15. Access a vast array of live TV channels, movies, and on-demand shows with crystal-clear streaming. Our reliable service ensures smooth, uninterrupted viewing at an unbeatable price. Perfect for those seeking premium content without breaking the bank. Start streaming today!
https://rb.gy/f409dk
Easy Earnings Through Refer and Earn Apps Without KYC.pptxFx Lotus
Learn how to make extra money with refer and earn apps that don’t require KYC. Find out the advantages, top apps, and strategies to boost your earnings quickly and easily.
Revolutionizing Surface Protection Xlcoatings Nano Based SolutionsExcel coatings
Excelcoating Transforming surface protection with their cutting-edge, eco-friendly nano-based coatings. This presentation delves into their innovative product lineup, including Excel CoolCoat for roof cooling, Excel NanoSeal for cement surfaces, Excel StayCool for UV-filtering glass, Excel StayClean for solar panels, Excel CoolTile for heat-reflective tiles, and Excel InsulX for film insulation.
SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN CHART KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART
❽❽❻❼❼❻❻❸❾❻ DPBOSS NET SPBOSS SATTA MATKA RESULT KALYAN MATKA GUESSING FREE KA...essorprof62
DPBOSS NET SPBOSS SATTA MATKA RESULT KALYAN MATKA GUESSING FREE KALYAN FIX JODI ANK LEAK FIX GAME BY DP BOSS MATKA SATTA NUMBER TODAY LUCKY NUMBER FREE TIPS ...
KALYAN CHART SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi_compressed.pdfKhaled Al Awadi
Greetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USAGreetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USAGreetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USAGreetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USAGreetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USAGreetings,
Hawk Energy is pleased to present you with the latest energy news
NewBase 20 June 2024 Energy News issue - 1731 by Khaled Al Awadi
Regards.
Founder & S.Editor - NewBase Energy
Khaled M Al Awadi, Energy Consultant
MS & BS Mechanical Engineering (HON), USA
Adani Group Requests For Additional Land For Its Dharavi Redevelopment Projec...Adani case
It will bring about growth and development not only in Maharashtra but also in our country as a whole, which will experience prosperity. The project will also give the Adani Group an opportunity to rise above the controversies that have been ongoing since the Adani CBI Investigation.
Cover Story - China's Investment Leader - Dr. Alyce SUmsthrill
In World Expo 2010 Shanghai – the most visited Expo in the World History
https://www.britannica.com/event/Expo-Shanghai-2010
China’s official organizer of the Expo, CCPIT (China Council for the Promotion of International Trade https://en.ccpit.org/) has chosen Dr. Alyce Su as the Cover Person with Cover Story, in the Expo’s official magazine distributed throughout the Expo, showcasing China’s New Generation of Leaders to the World.
AI Transformation Playbook: Thinking AI-First for Your BusinessArijit Dutta
I dive into how businesses can stay competitive by integrating AI into their core processes. From identifying the right approach to building collaborative teams and recognizing common pitfalls, this guide has got you covered. AI transformation is a journey, and this playbook is here to help you navigate it successfully.
SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART KALYAN CHART
SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN CHART KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART
SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN CHART KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART
Satta matka fixx jodi panna all market dpboss matka guessing fixx panna jodi kalyan and all market game liss cover now 420 matka office mumbai maharashtra india fixx jodi panna
Call me 9040963354
WhatsApp 9040963354
SATTA MATKA DPBOSS KALYAN MATKA RESULTS KALYAN CHART KALYAN MATKA MATKA RESULT KALYAN MATKA TIPS SATTA MATKA MATKA COM MATKA PANA JODI TODAY BATTA SATKA MATKA PATTI JODI NUMBER MATKA RESULTS MATKA CHART MATKA JODI SATTA COM INDIA SATTA MATKA MATKA TIPS MATKA WAPKA ALL MATKA RESULT LIVE ONLINE MATKA RESULT KALYAN MATKA RESULT DPBOSS MATKA 143 MAIN MATKA KALYAN MATKA RESULTS KALYAN CHART
Satta Matka Dpboss Kalyan Matka Results Kalyan Chart
PPT_Plan_manage__conduct_meetings_290812.pptx
1. PLAN, MANAGE AND CONDUCT
MEETINGS
D1.HGE.CL7.08
D1.HGA.CL6.05
Slide 1
2. Subject Elements
This unit comprises three Elements:
Plan and prepare for meetings
Conduct meetings
Debrief and follow up meetings.
Slide 2
3. Assessment
Assessment for this unit may include:
Oral questions
Written questions
Work projects
Workplace observation of practical skills
Practical exercises
Formal report from supervisor.
Slide 3
5. Plan and prepare for meetings
Performance Criteria for this Element are:
Identify the need for meetings and who should attend
Decide on the style of the meeting and level of
formality required according to meeting purpose,
occasion, nature of participants and enterprise
procedures
Make arrangements for the meeting in accordance with
organisational requirements and within designated
timelines.
Slide 5
6. Identify customer/guest requirements
Performance Criteria for this Element are:
Develop an agenda in accordance with the purpose of
the meeting
Prepare meeting papers and dispatch to participants
before the meeting, where appropriate, and within
appropriate timeframes.
Slide 6
7. Meetings
The term meeting refers to ‘a bringing together’.
In business terms this generally means bringing
together different people with the common goal of
reaching some type of objective or outcome
Most businesses will have meetings, using a range of
meeting types and styles
Regardless of the meeting, it is important that every
meeting has a purpose and provides value.
Slide 7
8. Characteristics of meetings
In essence meetings are planned events, with some form
of structure and purpose are designed to:
Get people together
Get alignment towards a specific range of topics
Provide information
Brainstorm ideas
(Continued)
Slide 8
9. Characteristics of meetings
Exchange ideas and thoughts
Understand the topics discussed
Reach confirmation and agreement
Assign accountability and actions
Decide on further action or strategy.
Slide 9
10. Identify need for meetings
Every meeting must have a purpose
There must be a reason to get people together
The purpose of a meeting must be clear for all
participants.
What are common needs of a meeting?
Slide 10
11. Identify need for meetings
Meetings aim to:
Inform people and share information about new issues
or developments
Access new information and exchange information
between participants at the meeting
Make decisions by using those present to
brainstorm ideas and offer solutions
Review and monitor existing programs
or project manage new ones.
Slide 11
12. Intention of meetings
The intention of meetings will normally be dictated by the
outcome to be reached including:
Problem-Solving Meetings
Decision-Making Meetings
Planning Meetings
Feedback or Follows-Up Meetings
Combination Meetings.
Slide 12
13. Key roles in meetings
In order to achieve those outcomes in an orderly and fair
manner, certain positions or roles are assigned to certain
participants.
Key roles are generally:
Chairperson
Secretary
Treasurer.
Slide 13
14. Key roles in meetings
Chairperson
It is the chairperson’s responsibility to ensure the
meeting’s purpose is achieved
There are two ways the Chairperson can attain their
position, they can either be elected or they can be
appointed
The position is also chosen based on
experience, responsibility or seniority.
Slide 14
15. Key roles in meetings
Chairperson
Some of their key responsibilities include:
They liaise with the secretary regarding the next
agenda and contribute to its final copy
They ensure that the minimum number of people are
present so that the meeting can take place
They open the meeting by welcoming
participants
They make sure someone is taking the minutes.
Slide 15
16. Key roles in meetings
Chairperson
Attempt to move the meeting along at a timely and orderly pace
by:
Ensuring speakers direct questions to them
One person speaks at a time
Speakers only speak once on a motion
Speakers remain focused on the topic of discussion
Make certain that motions are properly moved and seconded
and that is recorded by the minute taker
Remain objective when someone is stepping out of the
guidelines or not addressing the issue in question
Set the date, place and time for the next meeting.
Slide 16
17. Key roles in meetings
Secretary
The secretary’s position is integral to the efficient
functioning of a meeting.
Their duties are numerous and their tasks can be broken
down into:
Before the meeting
During the meeting
After the meeting.
Slide 17
18. Key roles in meetings
Secretary
Before the meeting taking place, they will be responsible
for:
Drawing up the agenda and sending out notices of
meetings
Preparing items and organising correspondence
Ensuring there is enough seating.
Slide 18
19. Key roles in meetings
Secretary
During the meeting, they will be responsible for:
Taking a record of who is present, absent and reading
out apologies for those absent
Read out the minutes from the previous meetings and
any correspondence as a result of previous minutes
Take notes and minutes
Action incoming and outgoing correspondence.
Slide 19
20. Key roles in meetings
Secretary
After the meeting, they will be responsible for:
Writing up the minutes from the previous meeting notes
Following up on any correspondence
Completing any tasks given from the meeting
Preparing for the next meeting.
Slide 20
21. Key roles in meetings
Treasurer
A treasurer is in charge of ensuring the finances of the
organisation are kept in order.
They must:
Ensure bills are paid
Confirm income is deposited into the bank
Report to the meeting on issues of finance
Provide participants with an financial position.
Slide 21
22. Participants in meetings
When deciding on the people who are to be invited to a
meeting there are a number of questions that must be
answered.
Is this person required to play an active role in the
meeting – speak, share information or make a
presentation?
Are the meeting topics relevant to the person?
Does the person need to be actually at
the meeting to receive the information
or can it be delivered to them in
another format?
Slide 22
23. Types of meeting
There are many types of meetings, each designed to meet
the requirements of the:
Persons attending the meeting
Availability of participants
Location of the meeting
Time frame and budget
Information being presented
Formality of the meeting.
Slide 23
24. Types of meeting
There are many types of meetings, normally dependent on
who the participants are.
Some different types of meetings include:
Quick business meetings
“Stand-up” meetings
Business meetings.
Slide 24
25. Types of meeting
Some different types of meetings include:
Staff meetings
Management Team meetings
Interdepartmental meetings
Coordinating meetings
Board meetings.
Slide 25
26. Types of meeting
Some different types of meetings include:
Team building meetings
Project Team meetings
Creative product development meetings
Community meetings
Conferences and Retreats.
Slide 26
27. Styles of meeting
The style of a meeting normally refers to the location or
layout of a meeting.
It is aimed around the level of interaction and passing of
information within the meeting.
Meeting styles will normally include:
Round table
Lecture
Seminar
Conference.
Slide 27
28. Styles of meeting
Meeting styles will normally include:
Congress
Exhibition or trade show
Workshop
Training course
Promotional event
Telephone conference call
Video conference.
Slide 28
29. Frequency of meeting
Since a meeting can be held once or often, the meeting
organizer has to determine the repetition and frequency of
occurrence of the meeting.
Frequency of meetings, normally comprise of:
A one-time meeting
A recurring meeting
A series meeting.
Slide 29
30. Formality of meeting
Formality of meetings will normally dictate:
Attire to be worn at the meeting
The structure of the meeting
Style of presentations and information to be given
Conduct
Budget and planning
Catering.
Slide 30
31. Organisational requirements of meetings
Each business will have their own policies and procedures
in relation to:
When meetings are scheduled
Who is required to attend
The style and format
The required action of participants
Confidentiality of information.
Slide 31
32. Arrange meetings
Once the type, style and formality of meeting has been
identified, the arrangements must be made to ensure
the meeting is conducted in a professional and
effective manner
The aim of arranging meetings is to enable all
participants within the meeting to be able to undertake
their role in a manner that is streamlined, with all
necessary tools at their immediate disposal.
What do you need to arrange for a meeting?
Slide 32
33. Arrange meetings
Activities to be performed when arranging meetings
Identify meeting leader or organiser
Identify date, time and location
Book meeting facility
Identify budget.
Slide 33
34. Arrange meetings
Agenda and meeting
information
Accommodation options
Transportation
arrangements or options
Background information on
city or country
Weather information
Direction to the venue
Slide 34
Event schedule
Names of participants
Background information on
the company
or topics for discussion
Dietary requirements.
Prepare information & agenda
38. Arrange meetings
Arrange Equipment
Data Projector and screen
Audi Speakers
Internet connection or ‘wifi’
Microphone (cordless or fixed)
Microphone stand and speakers
Whiteboards and electronic whiteboards.
Slide 38
39. Arrange meetings
Arrange Equipment
Flip charts, large paper sheets and pens
Lectern including light
DVD Player and TV screen
Lighting
Camera and video player.
Slide 39
40. Arrange meetings
Arrange stationery
‘Stationery kit’ which comprises a ruler, pencils, pens,
scissors, highlighters, glue, pins, ‘blue tak’ calculator,
laser pointer, whiteboard markets, eraser, stapler,
staple remover and hole punch
Pens and pads
Name badges
Place settings
Water glass
Mints.
Slide 40
41. Arrange meetings
Arrange catering
Catering staff
Glassware, crockery and cutlery
Service area
Service equipment
Clothes and trays
Food
Timing of meals
Special requests of dietary requirements
Menus
Cash lists, registers and cash float if
items are to be sold.
Slide 41
42. Arrange meetings
Specialised meeting staff
Welcoming staff
Meeting organisers
MC – Master of ceremonies
Language translator
Photographer
Audio and visual expect
Computer technician
Catering staff.
Slide 42
43. Develop agenda
An agenda is simply a list of things to be discussed at a
meeting
Most agendas take the shape of a one-page document
and are given out to the expected participants, prior to
the meeting
In informal meetings, quite often the agenda is handed
out prior to the commencement of the meeting.
Slide 43
44. Types of agendas
Informal agenda
An informal agenda may include the following:
Title stating name of meeting
Date of meeting
Time of meeting
Place of meeting
Objectives of the meeting
A list of participants, their title and position
A list of topics for discussion.
Slide 44
45. Types of agendas
Formal agenda
The opening stage
Apologies received – for those who are absent
A section confirming the acceptance of previous meetings
Most have a section known as ‘Business
Arising’ from previous meeting
Correspondence
General business
Date for next meeting
Closing time of meeting.
Slide 45
46. Preparing of agendas
Contact the Chairperson of the meeting
Identify topics for discussion at the next meeting
Note the topics on the agenda
Confirm all agenda topics and sequence order
Confirm participants to be invited
Obtain participant contact details, addresses
and or email numbers so that the agenda
can be distributed prior to the meeting.
Slide 46
47. Preparing meeting papers
The success of a meeting comes down to planning.
As actual meeting times are quite restricted, all
participants must be aware of, in advance:
The purpose of the meeting
Any background information
Topics for discussion
Their role in the meeting.
Slide 47
48. Preparing meeting papers
Preparing and distributing meeting papers
In order to prepare participants you may be required to:
Prepare agenda
Prepare presentations
Prepare background notes
Give to staff, suppliers and other
interested parties
Give to participants.
Slide 48
49. Preparing meeting papers
Confidentiality of information
In many cases, any information that is to be given to
participants, is confidential and not for distribution or viewing
to anyone.
This may include:
Strategic plans
Financial information
Information about customers
Staff movements
Salary information
Operational matters
Marketing and promotional materials.
Slide 49
51. Conduct meetings
Performance Criteria for this Element are:
Chair meetings in accordance with enterprise
procedures and meeting protocols
Encourage open and constructive communication
Reach agreement with meeting participants
on meeting goals and conduct
Present information and ideas clearly
and concisely.
Slide 51
52. Conduct meetings
Performance Criteria for this Element are:
Give all participants the opportunity to contribute
Manage meetings to maintain focus on agreed goals
Conduct meetings within agreed times, or adjust times
with the agreement of participants
Record the minutes of meetings
accurately, where appropriate.
Slide 52
53. Chair meetings
Whilst meetings are extremely valuable and effective
avenues in which to share information, make decisions
and agree on strategies that will shape the future
direction of a business
It is vital that they are well managed
Most meetings will have a person running it
This is normally the person who called the meeting in the
first place
This person will assume the role of the ‘chairperson’
regardless of whether they give themselves the title or not.
Slide 53
54. Chair meetings
The role of the Chairperson
In essence it is their role to ensure:
The meeting stays on track
The agreed topics are discussed and auctioned
All participants have an equal opportunity
to contribute.
Slide 54
55. Chair meetings
By adopting the following concepts, the chairperson can
help to conduct a meeting in an effective manner:
Be prepared
Use and follow the agenda
Keep track of time
Include people
Get feedback.
Slide 55
56. Chair meetings
Meeting flow chart
There is a common meeting flow chart that is used to
ensure all aspects of a meeting are covered including:
Open the meeting
Apologies
Minutes of the previous meeting
Business arising from the minutes.
Slide 56
57. Chair meetings
Meeting flow chart
Correspondence
Reports
General business
Any other business
Closing meeting.
Slide 57
58. Opening meetings
Always start on time and state that sticking to the
agenda and its timeline is important
Welcome attendees and thank them for their time
Make introductions
Clarify your role in the meeting
Review the agenda
Allocate someone to take minutes
Start the meeting in a positive and
enthusiastic manner.
Slide 58
59. Maintaining control
The three most common reason meetings get out of
control are:
Disagreements and differences of opinion when making
decisions
Talking about topics that are not relevant
Spending too much time on a particular
agenda item, at the expense of other items.
Slide 59
60. Open and constructive communication
Meetings are only as good as the ideas that the
participants bring forward
Great ideas can come from anyone in an organization,
not just its managers
It is no point having people attend meetings if there are
not able to express their views, opinions or suggestions
As the chairperson, it is your role to ensure
everyone is given a fair opportunity to
participate in meetings.
Slide 60
61. Open and constructive communication
Confidentiality
Many people generally have reservations about being
honest and open if they know what they say is relayed
to others after the meeting
Critical comments, may be an important aspect of a
meeting topic and the basis for ways to improve
performance
They are vital to a meeting and should
be encouraged
Establish a ground rule in relation
to confidentiality.
Slide 61
62. Open and constructive communication
Meetings are the most common place to address
problems that exist in the workplace
In order to find a suitable solution, it is important to
understand the causes and why things were said, or
done in a certain way
Focus on problem, not to lay blame
Concentrate on facts not emotions
Focus on finding a solution.
Slide 62
63. Meeting conduct
One of the initial important tasks of a chairperson is to
ensure that all meeting participants understand, accept
and respect the goals of the meeting and conduct that is to
be expected.
How can you do this?
Slide 63
64. Meeting conduct
Establish ground rules
Four simple ground rules are:
Allow people to participate
Focus on the topic
Maintain momentum
Try to reach closure.
Slide 64
65. Meeting conduct
Communicating ground rules
In order for people to remember the ground rules the
chairperson may decide to:
List your primary ground rules on the agenda
Review them periodically or when new
participants come to meetings
Keep the ground rules posted
on documents.
Slide 65
66. Meeting conduct
Appropriate behavior
The type of behaviour that should be encouraged includes:
Listening effectively and actively to others
Being open to other’s suggestions
Ensuring that everybody is clear about what is being said
and expected
Mediating to ensure that amicable solutions
are reached
Negotiating issues so that all participants
feel a consensus has been reached.
Slide 66
67. Meeting conduct
Inappropriate behavior
The type of behaviour that should be discouraged includes
people who:
Interrupt
Domineer proceedings
Manipulate a group.
Slide 67
68. Present information and ideas clearly
As the meeting commences, each agenda item will be
introduced, discussed and actioned.
Each agenda item must be discussed:
In a clear and concise manner
With an agreed outcome
In the allocated time.
Slide 68
69. Present information and ideas clearly
What is a motion?
A motion is normally a one-sentence statement that
specifies the issue to be discussed
After the issue is discussed participants are asked to
vote on it
These two processes together make a motion.
Slide 69
70. Present information and ideas clearly
Different types of motions
There are two main types of motions:
Independent
An independent motion will deal specifically with the
business raised at the meeting
Procedural
These motions generally relate to procedures
as opposed to a direct agenda item.
Slide 70
71. Present information and ideas clearly
Points of order
A point of order can be called when it is thought that the person
speaking is:
Not adhering to the topic
Speaking out of turn
Taking too long to address the point.
Anyone can call a point of order – even
while the person is speaking.
Slide 71
72. Present information and ideas clearly
Amendments
An amendment is simply an adjustment to a motion, it
needs to be moved and seconded because it is a small
change
The purpose of amendments is to clarify or improve the
motion.
Slide 72
73. Present information and ideas clearly
Order of debate
After the motion has been accepted, those people
responsible for moving and seconding the motion are given
the first right of reply in that order
They can choose to speak or they can decline or they can
‘reserve’ their right to speak
Then the Chairperson opens up the floor for debate by
asking if anyone else would like to contribute to the
discussion
If other participants decide to speak then once they have
finished the Chairperson again offers the floor to the mover
by offering them the right to reply.
Slide 73
74. Present information and ideas clearly
Reaching a solution
Where possible, as the Chairperson, you should try to
ensure that:
All relevant information has been discussed
Everyone has had the opportunity to contribute their
information, ideas and recommendations
A solution can be reached.
Slide 74
75. Equal opportunity to contribute
The reason people have been invited to attend a meeting
is because they have something important to contribute.
This contribution could come in the form of:
Making a presentation
Providing expert advice
Providing feedback or suggestion
Providing criticism
Providing acceptance and approval.
Slide 75
76. Equal opportunity to contribute
Fair and equitable opportunity to contribute
Refer to the ground rules, which should include
guidelines on listening and allowing others to speak
Allocate times for each person to contribute
Provide small group opportunities that afford more
people the chance to speak
If a person is constantly interrupting,
whether on purpose or unintentionally,
handle the situation in private.
Slide 76
77. Maintain focus in meetings
In essence a meeting is a ‘controlled conversation with a
purpose’.
Many meetings can go off-course due to:
Topics taking longer to discuss
Differences of opinion being discussed and
debated for longer than expected
New topics introduced.
Slide 77
78. Maintain focus in meetings
Common deviations away from meeting focus
Social conversations:
Topics that are of a social nature or not relevant to the
meeting should be stopped in an appropriate manner
Quite often they can be discussed before a meeting
commences or after a meeting concludes.
Slide 78
79. Maintain focus in meetings
Common deviations away from meeting focus
Reaching a decision:
A common decision making strategy could include:
Define the problem or situation
Define criteria to submit information or input
Generate alternatives
Evaluate alternatives
Vote or seek agreement on a course of action
Construct a strategy or implementation plan
Allocate or assign tasks to relevant participants.
Slide 79
80. Maintain focus in meetings
Common deviations away from meeting focus
Presentations taking too long
It is not uncommon that a person making a presentation
takes a lot longer than anticipated.
Solutions include:
A formal or friendly reminder
Use of ‘time remaining’ cards
Clock or timer depicting end of scheduled time.
Slide 80
81. Maintain focus in meetings
Common deviations away from meeting focus
Differences of opinion
You may wish to:
Identify a time frame for discussion before a decision is
made or voted on
Allocate a specific time period for each person to
contribute
Direct the conversation, by dictating questions to specific
people to either deviate discussions away from
domineering participants or to involve passive people.
Slide 81
82. Maintain focus in meetings
Common deviations away from meeting focus
New topics introduced
The options to take include:
Allow discussion of the new topic
Table it for discussion at the end of the meeting in
‘other business’ if time allows
Table it for discussion in a new meeting.
Slide 82
83. Conduct meetings within timelines
It is important that the original meeting topics, as
identified in the agenda, be introduced, discussed and
acted upon within the predetermined time frame
One of the most difficult tasks a Chairperson has is
time management.
Slide 83
84. Conduct meetings within timelines
Time management techniques
Only include items that are required in meetings
Allocate tasks to be completed before meetings
Start on time and end on time
Allocate and notify times
Ask participants to help with time management
Allow time to decide
Allocate to new meeting.
Slide 84
85. Closing meetings
When closing a meeting:
Thank the participants for their time and valuable
contributions
Summarise the meeting topics
Review actions and assignments
Clarify that meeting minutes or actions will be reported.
Explain the process
Set the time for the next meeting and ask
each person if they can make it or not
Try to end on a positive note
Always end meetings on time.
Slide 85
86. Record minutes of meetings
One of the key requirements of any meeting is to
record minutes
Minutes are a written record of what was discussed,
agreed and actioned
They provide participants with a tangible record of
events resulting from the meeting.
In essence minutes can be likened to a
photocopy of the meeting.
Slide 86
87. Record minutes of meetings
Informal minutes
A very informal meeting may only include the following:
Outcomes or conclusions reached
A list of intended actions
The name of person responsible for
that action
A brief dot point of items that
remains unresolved.
Slide 87
88. Record minutes of meetings
Formal minutes
In contrast to these, informal minutes, detailed minutes
should include the following:
Date, time and location of the meeting
Objectives of the meeting
List of participants
Items discussed, comments, person’s name
and what they said.
Slide 88
89. Record minutes of meetings
Formal minutes
Names and types of votes
Outcome of votes
List of assigned tasks will appear
Expected results and a timeline
List items that were not discussed
and reasoning.
Slide 89
90. Record minutes of meetings
Verify minutes
Minutes of the meeting are often taken by a different
person, than the Chairperson
Check for accuracy
Check against personal notes taken
Discuss differences with note taker
To ensure accuracy, confirm minute meetings
with another participant at the meeting.
Slide 90
92. Debrief and follow up after meetings
Performance Criteria for this Element are:
Process and distribute documentation from meetings
Inform colleagues regarding the outcomes of meetings
Incorporate work resulting from meetings into the
current work schedule with tasks and actions
prioritized, as appropriate.
Slide 92
93. Process and distribute documentation
Once the meeting has finished it is important to ensure
the momentum gained during the meeting doesn’t
diminish once the meeting is over
It is important to keep the momentum strong, especially
in the immediate aftermath of the meeting
The discussions and agreed solutions are still fresh in
everyone’s mind.
Slide 93
94. Process and distribute documentation
Process documents
Documents that need to be prepared include:
Minutes of the meeting
Copies of presentations
Copies of background information
Course of action and responsibilities
New information to help participants
achieve allocated actions
Agenda for next meeting.
Slide 94
95. Process and distribute documentation
Distributing documentation
The most common methods to distribute documentation
include:
Delivered personally
Email
Internal mail
Courier.
Slide 95
96. Process and distribute documentation
Acknowledge receipt of documentation
Regardless of the method chosen to send documents, it is
important that the sender follows up to ensure:
The documents have been received by the correct
person
The person understands what is required of them.
Slide 96
97. Inform colleagues of meeting outcomes
Meetings normally incorporate key decision makers,
including managers and supervisors, of:
A department
An outlet of a department
An area of responsibility not contained
within its own department
An activity.
Not everyone is invited to a meeting.
Slide 97
98. Inform colleagues of meeting outcomes
Meetings normally just include just key decision makers
as it would be impractical or poor time management to
have all staff at every meeting
Therefore any information or actions that are
discussed or agreed within meetings, that impact the
operations and the way staff conduct their activities,
must be communicated in a timely manner.
Slide 98
99. Inform colleagues of meeting outcomes
Types of information
There are endless types of information that must be
communicated to staff, through managers and supervisors,
including:
Upcoming events
Customer information
New policies and procedures
New products and services
Customer comments
Staff movements
Operational issues.
Slide 99
100. Inform colleagues of meeting outcomes
Types of action
Whilst most communication required to be known by other
managers, supervisors and staff is information, at times there
are direct actions that need to be taken, either:
Directly by management or supervisors
Through staff in consultation and direction
by management and supervisors.
Slide 100
101. Inform colleagues of meeting outcomes
Types of action
Some types of action that must be communicated for
implementation include:
Conduct research
Prepare a presentation
Prepare a strategy or action plan
Implement action
Act on information.
Slide 101
102. Incorporate into work
Implement information and actions
When implementing information or actions it is essential that
the person who will be doing the implementing have the
necessary resources to do so successfully, including:
Responsibility
Notification to others of that person’s duties or level of
responsibility and authority.
Slide 102
103. Incorporate into work
Implement information and actions
Accurate instruction
Adequate training
Necessary resources
Sufficient time
Constant feedback and communication.
Slide 103
104. Incorporate into work
Monitor information and actions
When any information or action requires incorporation in the
workplace, it is essential that management constantly monitor
to ensure that it takes place:
In its intended method
To achieve the intended outcomes
Bring about a positive and beneficial
impact on operations.
Slide 104
105. Incorporate into work
Obtaining feedback from staff
It is even more important to get feedback from those actually
implementing the changes to:
See how improvements can be made
Monitor success
Provide support and commitment.
Slide 105
106. Incorporate into work
Report information and actions
More often than not, managers are required to report back
any progress or feedback relating to any new actions or
information incorporated into the workplace
By undertaking constant monitoring and collecting valuable
feedback from staff, the information to be
prepared and presented in the next
meeting will be very valuable.
Slide 106
107. Conclusion
In this subject we have explored all the steps involved in:
Preparing for a meeting
Conducting a meeting
Communicating meting information
Implementing activities resulting from meetings.
Meetings are a very important aspect of all
businesses and when used correctly, is the
greatest avenue to share information and to
develop plans for business success.
Slide 107
Editor's Notes
Trainer welcomes trainees to class.
Trainer advises this Unit comprises three Elements, as listed on this slide explaining:
• Each Element comprises a number of Performance Criteria which will be identified throughout the class and explained in detail
• Trainees can obtain more detail from their Trainee Manual
• At times the course presents advice and information about various protocols but where their workplace requirements differ to what is presented, the workplace practices and standards, as well as policies and procedures must be observed.
Trainer advises that assessment for this Unit may take several forms all of which are aimed at verifying they have achieved competency for the Unit as required.
Trainer indicates the methods of assessment that will be applied to them for this Unit.
Introduce topic.
Class Activity – General Discussion
Ask general questions:
What is the purpose of meetings?
How often do meetings occur in a business?
What are typical types of meetings?
How do you plan for a meetings?
What do you need to prepare for a meeting?
Trainer identifies the Performance Criteria for this Element, as listed on the slide.
Trainer identifies the Performance Criteria for this Element, as listed on the slide.
Class Activity – Discussion
How can you add value to a meeting?
Class Activity – Discussion
What are the benefits of these characteristics?
Class Activity – Discussion
What are the benefits of these characteristics?
Class Activity – Discussion
Discuss the question in the slide?
Class Activity – Discussion
Is there any other needs for meetings that are not mentioned in this slide?
Class Activity – Discussion
Which of these meetings are the most common?
Explain, from your own experiences, what was discussed in each of these meetings?
Who would normally attend each of these meetings?
Problem-Solving Meetings – these meetings are designed to discuss and find solutions to existing or potential problems.
Decision-Making Meetings – these meetings are designed to get key persons to discuss a scenario, including their pro’s and con’s and to reach a suitable solution
Planning Meetings – these meetings are focused on future events and are normally focused on developing strategies for implementation
Feedback or Follows-Up Meetings – these meetings are mainly designed to communicate and discuss facts or events that take place during the normal course of a business. It also involves following up on situations previously discussed
Combination Meetings – these meetings use a combination of the above. Most meetings generally will involve a range of information sharing, discussion and reaching decisions
Class Activity – Discussion
What is the purpose of each of these roles?
What activities are involved in each of these roles?
Class Activity – Discussion
Thinking back to meetings you have been a part of, how has the chairperson been selected?
Was it a ‘formal’ selection or did it naturally happen?
Class Activity – Discussion
What are the tasks the chairperson would need to do in fulfilling each of these responsibilities?
Class Activity – Discussion
What are the tasks the chairperson would need to do in fulfilling each of these responsibilities?
Class Activity – Discussion
What tasks does a secretary perform:
a) Before the meeting?
b) During the meeting?
c) After the meeting?
Class Activity – Discussion
What are some tasks they would need to do to ensure they can complete these activities?
Class Activity – Discussion
What are some tasks they would need to do to ensure they can complete these activities?
Class Activity – Discussion
What are some tasks they would need to do to ensure they can complete these activities?
Class Activity – Discussion
What are some tasks they would need to do to ensure they can complete these activities?
Class Activity – Discussion
Thinking about previous meetings you have been in, how have participants been decided?
Class Activity – Discussion
What are different types of meetings that take place in a hospitality business?
Class Activity – Discussion
Discuss the different types of meetings (notes are below)
When would each of these be used or appropriate?
Who would attend these meetings?
What would be discussed at these types of meetings?
Where would they be held?
How often would they be held?
There are many types of meetings, normally dependent on who the participants are. Some different types of meetings include:
Quick business meetings – short meetings to share or clarify information, prepare and co-ordinate events, anticipate needs or answer questions
“Stand-up” meetings – these meetings require people to remain standing to keep them short and concise. They are used to make announcements, clarify points, run through and explain events or activities
Business meetings – normally with colleagues and managers, however can be with customers, suppliers and members of the community
Class Activity – Discussion
Discuss the different types of meetings (notes are below)
When would each of these be used or appropriate?
Who would attend these meetings?
What would be discussed at these types of meetings?
Where would they be held?
How often would they be held?
Staff meetings – common type of meeting conducted with other staff to discuss upcoming or past events, operational issues or share new information
Management Team meetings – these meetings are normally between departmental managers and are aimed at solving problems, discussing information and results of mutual need, to make decisions and allocate responsibility for action
Interdepartmental meetings - to get input from others, discuss and interpret decisions, share information and communicate facts
Coordinating meetings –discusses all aspects of an event or activity
Board meetings – high level meeting involving senior executives and directors to report results, set policies and directions and to set strategy for the future
Class Activity – Discussion
Discuss the different types of meetings (notes are below)
When would each of these be used or appropriate?
Who would attend these meetings?
What would be discussed at these types of meetings?
Where would they be held?
How often would they be held?
Team building meetings – aimed at bringing people of a team ‘together’ and ‘understand each other’. This involves communicating together, sharing thoughts and ideas, discussing problems and reaching mutually agreeable solutions. It is aimed to build and strengthen relationships within the group
Project Team meetings – based on a specific project and aimed at discussing the various aspects of the project including tasks, schedules, responsibilities, results and problems that exist
Creative product development meetings – to generate new ideas and concepts towards new products, brands, markets or operations
Community meetings – involves members or businesses within the local community. The aim is to provide information, explain reasoning, generate understanding, get feedback and build relationships
Conferences and Retreats – these team building or reward meetings are used to set new directions, undertake business planning and to motivate participants
Class Activity – Discussion
Discuss the different styles of meetings (notes are below)
When would each of these be used or appropriate?
Round table – where ideas and views are shared
Lecture – where one presentation is given with no feedback required,
Seminar - incorporating several presentations to a small audience, again with limited or no feedback
Conference – where small to medium numbers of participants are involved and ideas are shared, at times collectively, in small groups or independently of each other
Class Activity – Discussion
Discuss the different styles of meetings (notes are below)
When would each of these be used or appropriate?
Congress – large meeting over several days with many participants
Exhibition or trade show with manned stands and demonstrations being visited by passers-by. Seminars may also be included
Workshop – smaller groups with interactive discussion and planning),
Training course – for the purpose of training involving sharing of information and or practical skills
Promotional event – to promote a brand, product or service
Telephone conference call – where people are included in meetings via the telephone
Video conference– where people are included in meetings via video
Class Activity – Discussion
Discuss the different styles of meetings (notes are below)
What are some examples of each?
A one-time meeting – where meetings are self contained and not reliant on other meetings. It focuses on one piece of information, event or action
A recurring meeting - is a meeting that takes place at a scheduled time and place. These normally include staff briefings or management meetings
A series meeting - is like a recurring meeting, but the details differ from meeting to meeting.
Class Activity – Discussion
Are most meetings formal or informal?
What are some examples of formal meetings and what needs to be prepared for these?
What are some examples of informal meetings and what needs to be prepared for these?
Class Activity – Discussion
What are some of the organisational requirements of hospitality businesses?
Class Activity – Discussion
What do you need to arrange for a meeting?
Get the audience to think about all the things that need to be arranged.
Class Activity – Discussion
What are the tasks that need to be performed in each activity?
Identify meeting leader or organiser
There is normally a specific person who has asked for the meeting to be prepared. It is vital to talk to that person to gain an understanding of how they would like the meeting to be prepared and what resources they need.
Identify date, time and location
It is vital to get this information before major arrangement can commence.
Book meeting facility
Once the date, time and location have been determined, it is important to book or reserve the venue in adequate time. Meetings may be held in an office, a boardroom or conference room within the hotel or at an external venue.
Identify budget
An important task when making arrangements is to identify the meeting budget. The budget will dictate the framework and expected inclusions for the meeting.
Class Activity – Discussion
What are the tasks that need to be performed in each activity?
Why is it important to give this information, especially for participants who are from another region or country?
Class Activity – Discussion
What are the tasks that need to be performed in each activity?
What information would you need to give or discuss with each type of person?
Class Activity – Discussion
What are the tasks that need to be performed in each activity?
Tables and Chairs – for speakers and participants
Surrounding furniture - including catering tables, chairs, coat racks, luggage storage
Stage – including lectern
Signage – to be displayed in the room itself, in front of the meeting room and the entrance of the building, including suitable directions
Aesthetics – Flowers, plants, music lighting and temperature
Class Activity – Discussion
What are some examples for each type of equipment?
Where do you source them from?
How much do they cost to hire?
Who sets them up and operates them?
Class Activity – Discussion
What are some examples for each type of equipment?
Where do you source them from?
How much do they cost to hire?
Who sets them up and operates them?
Class Activity – Discussion
What are some examples for each type of equipment?
Where do you source them from?
How much do they cost to hire?
Who sets them up and operates them?
Class Activity – Discussion
Where do you source them from?
What other stationery is commonly used which should be easily accessible?
Class Activity – Discussion
What is common catering for meetings?
What choices are there?
Who arranges the catering?
Trainer to show some examples of ‘catering’ packages provided in Banqueting & Conference facilities
Class Activity – Discussion
When would you use these specialist people?
Where can you source them?
How much do they cost to use?
Class Activity – Discussion
What is an agenda?
What is it’s purpose?
What information is included in an agenda?
Who normally prepares an agenda?
Class Activity – Review and Activity
Trainer to show examples of informal agendas
Trainer to get the audience to prepare an informal agenda for a meeting of their choice
Class Activity – Review and Activity
Trainer to show examples of formal agendas
Trainer to get the audience to prepare a formal agenda for a meeting of their choice
Class Activity – Discussion
Discuss points.
Class Activity – Discussion
How can you obtain this information?
Besides the agenda, what are other meeting papers that are normally given to participants before meetings?
Class Activity – Discussion
Trainer to provide examples of each step.
Class Activity – Discussion
Why is confidentiality important?
How can you ensure confidentiality?
What happens if someone breaks the rules of confidentiality?
Introduce topic.
Class Activity – General Discussion
Ask general questions:
What is the role of the chairperson when conducting meetings?
How do you keep control of meetings?
Trainer identifies the Performance Criteria for this Element, as listed on the slide.
Trainer identifies the Performance Criteria for this Element, as listed on the slide.
Class Activity – Discussion
Discuss points
The role of the Chairperson will be explained in more details in upcoming slides.
Class Activity – Discussion
How can a chairperson undertake these roles?
Class Activity – Discussion
Be prepared – ensure all the necessary people, documents, resources and equipment are ready and working
Use and follow the agenda – whilst deviations may occur, by sticking to the predetermined framework, all necessary topics can be covered
Keep track of time – start and end the meeting on time and ensure that allocated times for each agenda topic is adhered to
Include people – this will be discussed in a following section, however it is vital to value the people in attendance
Get feedback – ensure all relevant people have had the opportunity to express their opinions or knowledge
Class Activity – Discussion
What are the activities to be performed in each of these steps?
Details of what is included in each step is identified in the manual
Class Activity – Discussion
What are the activities to be performed in each of these steps?
Details of what is included in each step is identified in the manual
Class Activity – Discussion
Always start on time – regardless of whether certain participants are running late. This respects those who showed up at the correct time and serves as a reminder of those running late that sticking to the agenda and its timeline is important
Welcome attendees and thank them for their time – everyone has other tasks they could be doing so it is important to recognize the time they have contributed
Make introductions – if participants do not know each other, yourself or the company, it might be worthwhile providing a brief introduction
Clarify your role in the meeting – now is the time to explain any ground rules in which you may have for the meeting
Review the agenda – by doing this at the beginning of each meeting, participants are reminded of the purpose of the meeting and all the major topics to be discussed
Allocate someone to take minutes – this may have been predetermined, however it is important to check that recorded notes are being taken. Explain to participants copies of the minutes will be given to them after the meeting
Start the meeting in a positive and enthusiastic manner
Class Activity – Discussion
How would you handle these situations to maintain control?
Class Activity – Discussion
What is ‘open’ and ‘constructive’ communication?
How can you encourage this type of communication?
Class Activity – Discussion
How can you make participants feel comfortable giving critical comments and information?
What confidentiality rules would you put in place?
Class Activity – Discussion
How can you ensure people focus on identifying cause of problems without laying blame?
How can you keep people focused on finding solution?
Class Activity – Discussion
Discuss question in the slide.
Class Activity – Discussion
When should they be introduced and explained to meeting participants?
How can you get agreement?
How can you achieve these ground rules?
Four simple ground rules are:
Allow people to participate – everyone should have an equal opportunity to speak and be heard, without discrimination
Focus on the topic – stick to the topics on the agenda. If new topics are introduced they should be noted for discussion in ‘other business’ at the end of the meeting, if time permits.
Maintain momentum - always try to reach the desired action in a positive and constructive manner
Try to reach closure – whether a decision is made or an action is allocated to a staff member for completion, some form of conclusion should be reached for each agenda topic
Class Activity – Discussion
What are other ways to ensure meeting participants understand and remember ground rules for meetings?
Class Activity – Discussion
What are other ways to ensure meeting participants understand and remember ground rules for meetings?
Class Activity – Discussion
Why do people use this negative behavior?
How can you stop people from controlling meetings using this behavior?
Class Activity – Discussion
How can you get your message across in a clear and concise manner?
Class Activity – Discussion
Why is important to get a vote when introducing a motion?
Class Activity – Discussion
What are some examples of each type of motion?
Independent Motion
An independent motion will deal specifically with the business raised at the meeting.
An independent motion could be “I move that we introduce a new restaurant menu commencing the first day of next month.
Procedural Motion
These motions generally relate to procedures as opposed to a direct agenda item.
A procedural motion could be “I move that this meeting close by 9 pm tonight because the Hockey Club have hired the premises”.
Class Activity – Discussion
What are the benefits of a ‘point of order’?
What would you do as a chairperson if someone made a ‘point of order’?
Class Activity – Discussion
What are the benefits of an amendment?
What would be examples of an amendment?
Class Activity – Discussion
Why is it important to have a strict order of debate?
Class Activity – Discussion
Why is it important to reach a solution?
What happens once you have reached a decision in a motion or topic?
Class Activity – Discussion
Why is it important to allow everyone have an equal chance to contribute?
How can you ensure this takes place?
Class Activity – Discussion
If someone keeps interrupting, what can you do?
Class Activity – Discussion
What should the meeting focus be on?
How can you handle these situations to maintain the focus of the meeting?
Class Activity – Discussion
How do you stop continuous chatter between people?
Class Activity – Discussion
Discuss the importance of having a set decision making structure.
The Trainer may wish to conduct a role play
Class Activity – Discussion
How can you stop people from talking for too long?
Class Activity – Discussion
Discuss points.
Class Activity – Discussion
Discuss points.
Class Activity – Discussion
What can you do to ensure meetings and their respective agenda items are conducted according to their pre-determined time?
Class Activity – Discussion
How can you introduce these time management activities?
Are there any other activities you can do to ensure meetings are conducted in a timely manner?
Only include items that are required in meetings – look at agenda items and determine if the topic needs to be discussed in a meeting, or if it can be resolved outside a meeting.
Allocate tasks to be completed before meetings – try to think of activities that can be done before a meeting, such as research or identifying and discussing solutions in small groups, to help reduce time spent on the topic in the meeting
Start on time and end on time – Everyone has other tasks to do, so it is vital meetings start and end in a prompt manner. If you announce the length of the meeting and then stick to it, fewer participants will keep looking at their watches, and more participants will take an active role in your meetings.
Allocate and notify times – where possible have predetermined times for each agenda item and discussion times associated with each one.
Ask participants to help with time management - ask attendees to help you keep track of the time.
Time to decide - If the planned time on the agenda is getting out of hand, present it to the group and ask for their input as to a resolution.
Allocate to new meeting – if a decision can’t be reached in this meeting table it to the next meeting
Class Activity – Discussion
What happens once a meeting has concluded?
What do you need to do?
Class Activity – Discussion
Who normally records minutes of meetings?
What is recorded?
What happens to this information after a meeting?
Class Activity – Discussion
What is the benefit of informal minutes?
Class Activity – Discussion
What is the benefit of formal minutes?
Class Activity – Discussion
What is the benefit of formal minutes?
Class Activity – Discussion
Why is it important to verify the accuracy of meeting minutes?
What do you do with these minutes after they have been verified?
Introduce topic.
Class Activity – General Discussion
Ask general questions:
What do you do to debrief to?
What do you need to debrief?
What is the best way to debrief?
What do you need to follow up after meetings?
Trainer identifies the Performance Criteria for this Element, as listed on the slide.
Class Activity – Discussion
Discuss points
Class Activity – Discussion
Discuss the processes and importance of each type of document that needs to be prepared
Minutes of the meeting – this was discussed in the previous section
Copies of presentations – if a presentation was made during the meeting, it is important to prepare a hard or electronic version of this
Copies of background information – this is information that was prepared as supporting evidence for discussion in the meeting
Course of action and responsibilities – this is often documented in the minutes
New information to help participants achieve allocated actions – any new information or research that may have been discussed or outlined in the meeting, which may help someone achieve their actions, stemming from the meeting. For example, the meeting may have resulted in allocating a participant to prepare a new marketing strategy and promotional budget. The collection and inclusion of previous year’s information, may help someone in this task.
Agenda for next meeting – this helps participants to understand what is required and expected for the next meeting and what will be tabled for discussion in the next meeting. This gives participants ample preparation time.
Class Activity – Discussion
Discuss the processes and importance of each type of method used to distribute documents to meeting participants.
Delivered personally – this is the best way as it not only ensures the documentation is received by the correct person, without others having access to it, but provides the opportunity to ask or answer any questions either party may have
Email – this is a common method where participants are geographically separated as it allows instant and secure access to information in a cost effective manner.
Most documentation is prepared in electronic format, and many particpants prefer to receive electronic information, over hard copy information, as is allows easier manipulation of information contained within.
This method is also preferred to where large number of people are involved, it allows for a recipient to confirm receipt of documentation, and allows others to be copied into emails (normally superiors).
Internal mail – this is a common way to send hard copy information between people in an organisation
Courier – this is used when hard and electronic (on a memory stick) documents need to be sent to a location where personal delivery is not possible and where prepared documents are preferred, such as a folder containing information in a desired format. This saves the recipient having to print and compile information sent via email.
Class Activity – Discussion
Why is it important that participants acknowledge they have received documentation?
Would you follow up after they have received the documentation? Why or why not?
Class Activity – Discussion
Why doesn’t everyone in a business attend every meeting?
a department - such as Food and Beverage or Rooms Division
an outlet of a department – such as a restaurant, room service or kitchen which are part of the Food and Beverage department
an area of responsibility not contained within its own department – fire safety, employee safety or employee satisfaction
an activity – a specific project (re-launch or promoting to a new target market segment)or tasks (creating a menu)
Class Activity – Discussion
How can you communicate information to other people?
Class Activity – Discussion
Why is it important to communicate information to staff?
What other types of information are communicated?
What is the best way to communicate information to staff?
Upcoming events – specific events relating and impacting on the business, whether internally or externally generated
Customer information – arriving VIP’s and their requirements during a stay
New policies and procedures – new rules or ways to conduct activities
New products and services – including new menus, promotions, branding
Customer comments – relaying of positive and negative comments regarding specific outlets or staff given by customers
Staff movements – new or departing staff and opportunities for promotion
Operational issues – day to day information aimed at improving operations
Class Activity – Discussion
What types of actions need to be undertaken by staff, resulting from meetings?
Class Activity – Discussion
Some types of action that must be communicated for implementation include:
Conduct research – through internet research, collecting ideas from staff or asking and observing customers. This may relate to topics such as what products and services customers prefer, what items they are purchasing, areas for improvement in the eyes of staff and customers to name a few
Prepare a presentation – based on the research, a presentation or report may need to be prepared for the next meeting
Prepare a strategy or action plan – to encourage ‘ownership’ of ideas, staff may work with managers to decide and draft a strategy to improve their departments operations
Implement action – they may be required to implement a specific action such as a new policy or procedure
Act on information – they may need to act on information provided by managers resulting from meetings. For example if a VIP is arriving, staff may need to ensure the room is prepared to his or her liking and preferences. It may be the preparation of a specific food such as a cookie.
Class Activity – Discussion
Think back to a piece of information or action that needed to be implemented in the workplace. In the case of a new action that needs to be implemented think of what tasks needed to be performed in relation to the points in the slide.
Class Activity – Discussion
Think back to a piece of information or action that needed to be implemented in the workplace. In the case of a new action that needs to be implemented think of what tasks needed to be performed in relation to the points in the slide.
Class Activity – Discussion
How can you monitor information or actions, resulting from meetings, to ensure they are implemented correctly?
Class Activity – Discussion
What is the best way to get honest and constructive feedback from staff?
Class Activity – Discussion
What is the best way to report information?
What information would you include in the report?
Class Activity – Discussion
This is the end of the subject.
The Trainer may want to summarise the steps in the slide to help bring the subject to a close.