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Unit-8Dr. Smita Choudhary
MB0039
Internal Business Communication-Guidelines for Meetings
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Unit Outline1.Types of Meetings
2. Before the meetings
3.During the meeting
Conducting the meeting Etiquette for meeting
4.After the meeting
5.Common mistakes made at meetings
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AGENDA MEETING SAMPLE
Agenda for the steering committee meeting Tuesday July, 18 2011, at
9.00 hrs., New York office
Opening/Welcome (9.00 - 9.05)
Announcements and documents received (9.05 - 9.20)
Approval of minutes of meeting held May 12, 2011, as well as action
list (9.20 - 9.35)Evaluation information programme. Mr. Johnson has prepared the
evaluation of this programme, and asks input from the participants
before publishing (9.35 - 9.45)
Proposal for harmonization of the packaging. Mrs. Leeson has made a
first proposal, and wants to discuss this in the meeting (9.45 - 10.15)
Financial report of 2nd quarter. Mr. Mill, approval (10.15 - 10.25)Any other business (10.25 - 10.40)
Adjournment(10.40 - 10.45)
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Types of Meetings
Task Oriented meetings -
assign tasks for specific events
Progress meetings reviewprogress on specific activities
Information sharing meetings
- exchange informationconcerning the organization
Problem-solving/ decision-making meetings- makeimportant strategic decision
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Before the Meeting
Determine need for a meetingexamine availability of
other channels , key people , time
Select type of participantsrepresent all interests and
areas
Decide number of participantsdepend on type ofmeeting
Prepare agendapurpose of meeting and topics to be
discussed
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Components of an agenda
1. Time , location and
duration of meeting
2. Meeting participants
3. Background of meeting
4. List of issues to be
discussed and goals/
desired outcome
5. Brief to participants on
meeting preparation
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During the Meeting
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During the Meeting
1.Opening the meeting- Recap of goals/agenda
- Background information
- Preview of meeting
- Time budget
2. Encouraging balanced participation
- Ensure contribution from all members
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During the Meeting
3. Managing time
4. Keeping the Meeting Focused
Reminding members about the time constraints
Summarising and moving on
Postponing discussion of irrelevant ideas
5. Ensuring convergence
6. Summing up
7. Concluding the meeting8. Keeping minutes of the meeting- when to close the meeting
- how to close the meeting
Keeping minutes formal and informal meetings
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Name of Organization:
Purpose of Meeting:
Date/Time:
Chair:
Topic Discussion ActionPerson
Responsible
1.
2.
3.
Example of Minutes Form
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Meeting etiquette
Be brief and to the point
Do not say something for the sake of it
Contribute to add value
Give credit where it is due
Keep an open mind to facilitate convergence
Do not interrupt
Always address the chairperson
Use tools and technology with care
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After the meetingFollowing up on the meeting
Plan/prepare agenda for next meeting
Monitor progress on follow- up actions
Do your own ground work
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Common Errors made at Meetings
Unstructured meeting
No agenda
No briefing to participants
Lack of preparation
Discussion of irrelevant issues No adherence to time limit
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Common Errors made at Meetings
Lack of organization
No convergence
Lack of direction
Frequent interruptions
Individuals dominating discussions No follow-up to ensure goals are met
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Agenda
A comprehensive list of topics to be discussed during a meeting, participants andexpectations from them and other relevant details
Minutes
A permanent written record of the proceedings of a meeting
Overhead questions
Questions addressed to all the meeting participants
Direct questionsQuestions that are addressed to a particular individual
Relay questions
A question asked by a meeting participant that is referred by the chairperson to the
entire group
Nominal group technique
A technique to encourage all meeting participants to contribute their ideas whichare then evaluated by the entire group
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