BUSINESS MEETING

SURESH .KKASI RAMAN .RRANJITH .PSHRI HARI RAMARAVIND

Business MeetingBusiness Meeting

• Serve a wide variety of purpose.Serve a wide variety of purpose.• Forum for soliciting input.Forum for soliciting input.• Significant role in international & Significant role in international &

national organisations.national organisations.• Include board meetings, training Include board meetings, training

sessions.sessions.• Promote unity & cohesiveness.Promote unity & cohesiveness.• An effective managerial tool.An effective managerial tool.• Includes both meetings and conference.Includes both meetings and conference.

Business MeetingBusiness Meeting

Meetings and ConferenceMeetings and Conference

• Occasion when Occasion when people come people come together esp. to together esp. to discuss or decide.discuss or decide.

• Meetings are more Meetings are more in-house oriented.in-house oriented.

• It usually last for It usually last for hours.hours.

• Conference is a Conference is a meeting at which meeting at which people have formal people have formal discussions.discussions.

• Focus of Focus of conferences is to conferences is to invite ideas from invite ideas from outside sources.outside sources.

• It may last from a It may last from a day to even few day to even few days.days.

• To move group actions forward To move group actions forward ( Task Focus).( Task Focus).

• Presenting information.Presenting information.• In order to collaborate with each In order to collaborate with each

other.other.

Concept of Business Concept of Business MeetingMeeting

Social reasons:Social reasons:• Need to belong.Need to belong.• For the need to achieve and make an For the need to achieve and make an

impact.impact.• Need to communicate, build and Need to communicate, build and

share a common reality.share a common reality.

• The task needs to be met, the social The task needs to be met, the social needs must be met.needs must be met.

• Plan for both the meeting content Plan for both the meeting content and the meeting process.and the meeting process.

• Pay attention to the process.Pay attention to the process.• The cost can be considerable.The cost can be considerable.

Planning a MeetingPlanning a Meeting

Identifying the purpose of the meeting:Identifying the purpose of the meeting:• The first step is to determine the purpose.The first step is to determine the purpose.• The more specific we are, the better are the The more specific we are, the better are the

results.results.

Whether a meeting is necessary?Whether a meeting is necessary?• Determine whether a meeting is the best way to Determine whether a meeting is the best way to

accomplish your goal.accomplish your goal.• Time may not be lost in transmitting & Time may not be lost in transmitting &

responding as in written messages.responding as in written messages.

• An outline of things to be discussed along An outline of things to be discussed along with a time frame for each item.with a time frame for each item.

• Helps focus the attention of both the leader Helps focus the attention of both the leader and the participants.and the participants.

• Clear objective provides clear direction.Clear objective provides clear direction.• An outcome is clear description of what will An outcome is clear description of what will

be concluded by the end of the meeting.be concluded by the end of the meeting.• Prioritize items in terms of importance to Prioritize items in terms of importance to

most participants.most participants.• Assign realistic amounts of time to each Assign realistic amounts of time to each

agenda item.agenda item.

Preparing an agendaPreparing an agenda

• Call to order.Call to order.• Roll call (if necessary)Roll call (if necessary)• Reading & approval of minutes of previous Reading & approval of minutes of previous

meeting (if necessary)meeting (if necessary)• Reports of officers & standing committeesReports of officers & standing committees• Reports of special committeesReports of special committees• Old businessOld business• New businessNew business• AnnouncementsAnnouncements• ProgrammeProgramme• adjournmentadjournment

Agenda for formal, Agenda for formal, recurring, business recurring, business

meetsmeets

Each item to be covered under these headings should be identified

• Deciding who should attend.Deciding who should attend.

• Clarity about who should run the Clarity about who should run the meeting.meeting.

• Plan, discuss and assign roles.Plan, discuss and assign roles.

Meeting processMeeting process

Deciding who should Deciding who should attendattend

• Everyone at the meeting should have Everyone at the meeting should have a specific reason for being there.a specific reason for being there.

• Include people who can contribute Include people who can contribute to solve the problem.to solve the problem.

• Keep the meeting to a manageable Keep the meeting to a manageable no of people.no of people.

• Don’t underestimate the group Don’t underestimate the group members.members.

• Atleast the following 4 important Atleast the following 4 important roles are played in any well roles are played in any well conducted meeting;conducted meeting;

* Facilitator* Facilitator

* Recorder* Recorder

* Leader* Leader

* Participant* Participant

Plan, discuss & assign Plan, discuss & assign rolesroles

• Before the meeting ,be sure to consider:Before the meeting ,be sure to consider:

* Advance agenda* Advance agenda

* Participants* Participants

* Time and place* Time and place

* Preparation of materials* Preparation of materials

* List of audio/video equipment * List of audio/video equipment available toavailable to

presenterspresenters

* Request for any specials needs* Request for any specials needs

Pre- and post-meeting Pre- and post-meeting communicationcommunication

Pre- and Post- meeting Pre- and Post- meeting communicationcommunication

After the meeting, be sure to captureAfter the meeting, be sure to capture

decisionsdecisions

action itemsaction items

open issuesopen issues

then these notes should be distributed to all then these notes should be distributed to all participants.participants.

• Encourage punctuality.Encourage punctuality.• Following the agenda.Following the agenda.• It is likely to follow parliamentary It is likely to follow parliamentary

procedure.procedure.• Do not monopolize the discussion.Do not monopolize the discussion.• Summarize at the end of the Summarize at the end of the

meetings.meetings.

Conducting the MeetingConducting the Meeting

• Keep track of time.Keep track of time.• Open the meeting with appropriate Open the meeting with appropriate

remarks.remarks.• Establish the right tone.Establish the right tone.• Be sure to identify any participants Be sure to identify any participants

unknown to the group.unknown to the group.• Discuss the agenda of the meeting Discuss the agenda of the meeting

in general.in general.

Leading effective Leading effective MeetingsMeetings

• Determine which problem solving Determine which problem solving strategy is appropriate. strategy is appropriate.

• Identify, if any, time constrains not Identify, if any, time constrains not already mentioned in the agenda.already mentioned in the agenda.

• It is imperative to have a balanced It is imperative to have a balanced participant from all the members.participant from all the members.

• Use agenda to keep discussions on Use agenda to keep discussions on track.track.

• Close the meeting in time once the Close the meeting in time once the items on the agenda are covered.items on the agenda are covered.

Leading effective Leading effective MeetingsMeetings

MINUTES MINUTES

MinutesMinutes

• Minutes are an official record of the proceedings.Minutes are an official record of the proceedings.• Formal meetings require formal minutes of what Formal meetings require formal minutes of what

took place.took place.• Minutes should be accurate, objective and Minutes should be accurate, objective and

complete.complete.• The first paragraph of the minutes should identify The first paragraph of the minutes should identify

the type of meetings.the type of meetings.• The middle paragraph of the minutes should The middle paragraph of the minutes should

discuss the agenda.discuss the agenda.• The last paragraph of the minutes states the time The last paragraph of the minutes states the time

set for the next meeting.set for the next meeting.

Transcribing MinutesTranscribing Minutes

• Transcribe minutes soon after the Transcribe minutes soon after the meetingmeeting

• Follow the format used in previous Follow the format used in previous minutes. minutes.

• "RESOLVED, THAT..." "RESOLVED, THAT..." • All materials to be attached All materials to be attached • Write "Submitted by" sign and dateWrite "Submitted by" sign and date

Strategic issues related to Strategic issues related to Effective meetingsEffective meetings

To meet or not to meetTo meet or not to meet..• Has a goal been set for the meeting?Has a goal been set for the meeting?• Has an agenda been created ahead Has an agenda been created ahead

of time? of time? • Will the appropriate people be Will the appropriate people be

attending?attending?• Can the information be covered in Can the information be covered in

an e-mail or memo?an e-mail or memo?

Non-Verbals in MeetingsNon-Verbals in Meetings

• Physical, non-verbal messages often Physical, non-verbal messages often send a much louder message than send a much louder message than spoken words.spoken words.

• Words we say: 7%Words we say: 7%• Tone of voice: 38%Tone of voice: 38%• Body language: 55%Body language: 55%

Evaluation of MeetingsEvaluation of Meetings

• Attendee evaluation: asking Attendee evaluation: asking attendees to fill out anonymous attendees to fill out anonymous paper surveys. paper surveys.

• Internal evaluation: asking the Internal evaluation: asking the management and the planning team management and the planning team to list their goals.to list their goals.

Types of MeetingsTypes of Meetings

Formal meetings :Formal meetings : Organizational structure.Organizational structure. Permanent.Permanent. Formal.Formal.

Informal meetings :Informal meetings : No formal authority.No formal authority. No fixed agenda.No fixed agenda.