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Business Etiquette & Social
Skills
Sonia Singh
IMS Ghaziabad
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Objectives
You will learn effective meeting
preparation
You will be able to write INFORMATION-
FULL agendas
You will understand the basics of meetings
and conferences
You will learn to manage meeting time
effectively
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Are meetings needed
Collective decision-making
Planning and follow-up
Accountability Democracy
High efficiency
Build a good organization.
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Meeting Etiquette
Before the meeting
Starting the meeting
After the meeting
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Identify purpose of the meeting
Purpose of the meetingwhat you hope to
accomplish
Formal board, organization or club (e.g. of the
purposes)
Set and monitor policies and procedures.
Fiscal oversight.
Hire, direct and evaluate Executive Director.
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Public meetings (e.g. of the purposes)
Gather inputnetwork, generate ideas, solve
problems.
Planningdevelop action agenda. Announce decisionsanswer questions.
Monitor progressmake adjustments to the plan.
Celebrationsrecognize peoples
contributions/accomplishments.
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Decide participants
Who should attend?
People affected by potential actions decided
at the meeting.
People with knowledge and experience in the
topics to be considered (strive to gather a
variety of perspectives).
Decision makers, i.e., public officials ifgovernmental support is needed
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How to conduct?
Decide HOW to conduct the meeting to
best accomplish the purpose
Through guest speakers
Are videos needed?
Should it be through brainstorming session
Panel sessions or discussion groups etc.
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Determine time and place.
Time, start, and length of meeting
Will breaks be needed Decide place depending on
any special needs of attendees.
Maximum convenience for attendees.
Strive to meet in a facility that meets your needs
(will vary according to the group processes you
use).
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Prepare and distribute a meeting agenda
much in advance to the meeting (bring
extra copies to the meeting- you never
know).
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Information gathering before
meeting and agenda making
Review correspondence
Review minutes and action items from previousmeeting
Contact chairman/person who would chair themeeting
Review jurisdiction ( for taking decisions)
Contact staff manager of the person chairing the
meeting Prepare agenda
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What is an Agenda
It is an official notification of the impending
meeting in addition to some other details
Why is an agenda important?
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WHY IS AN AGENDA
IMPORTANT??
Prepares chairman
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational tool
To make meeting successful and
Avoids wastage of time
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INFORMATION AGENDA
INCLUDES
Title of meeting
Purpose of meeting
Introductions
Meeting date, time, location
General information
Last meetings agenda/minutes approvals (key
decisions, action items, etc.) group memory (flipchart notes)
Current agenda items with background/goals
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Review of Ground Rules
Assigned meeting roles. (On-going meetings
rotate assignments)
Discussion items (process to use, who will leadactivity, may include time allotted for this item).
Old/New Business
Summary/ Assignments Ensure proper distribution of the agenda
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Example Agenda
Evaluation Review Committee
Committee members: Tom, John, Tammie,
Phyllis, Mary, Linda, Dallas and Duane,
May 15, 2003, 8:00 a.m. to Noon,UW Campus, 123 1/2 Ag. Hall
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Example Agenda
Purpose: Organize the committee,
review committee's charge, evaluate the
performance appraisal process, identify
and prioritize issues and establish anaction plan.
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Example Agenda
ActivityPerson
Responsible
8:00 AMIntroductions, role call, review
ground rules and review agenda. monkey
8:10 AM Determine meeting assignments.
monkey
8:20 AM Review yesterday's results.monkey
Organize prioritized issues into an action plan.
8:50 AM(1) Group topics into workable
tasks. Donkey
9:35 AM(2) Identify information needed
and organize task groups.Donkey
10:00 AM BREAK
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Example Agenda
Activity
Person
Responsible
10:10 AM
(2) Identify information needed
and organize task groups,
continued.Donkey
10:30 AM
(3) Discuss time required anddevelop a schedule (dates and
meeting locations).Donkey
11:15 AM
(4) Develop an agenda for the
next meeting.
Donkey
11:45 AMBenefits and concerns of today's
meeting.Donkey
12:00 PM Close meeting.
Donkey
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Exercise
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Etiquette at Business Meetings:
Before the Meeting
Arrive early to make sure meeting room is
set up correctly. Put agendas in place.
Provide for drinks and a light snack (if
needed) Stand near the door to thank each person
who arrives. Ask what issues are of
particular interest to them (or assignsomebody the task)
Introduce new members to existing
members
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Is the room set properly
Audio visual are working
Number of seats are adequate
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Etiquette at Business Meetings:
During the Meeting
Ask new members of group to introduce
themselves. Ask historical members to
give their names and positions.
Preview the agenda and set a time limit for
each item, including time at the end of the
meeting to come back to issues.
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Etiquette at Business Meetings:
During the Meeting
Ask non-contributing members if theyd like
to add their perspectives.
Note: Interestingly, research shows
talkative members welcome the comments
of othersand shy members value
inclusion in the conversation.
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Etiquette at Business Meetings:
During the Meeting
START ON TIME!!
Delegate the task of taking minutes if you
do not have a subcommittee secretary
Review the agenda/obtain agreement on
the meetings objectives and goals
Revise agenda if necessary
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Etiquette at Business Meetings:
During the Meeting
Focus attention on the agenda
Set time limits
Identify different opinions
Establish task groups/chairman as needed
Avoid Repetition
Do not wander from the agenda
Keep tab on lengthy discussion of controversialissues
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IF YOU CANNOT ATTEND, FIND A
REPLACEMENT
BRIEF YOUR REPLACEMENT ON THE
AGENDA
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Etiquette at Business Meetings:
Ending the Meeting
Summarize agreed upon actions,
responsibilities and timing, later written as
minutes and distributed to relevant parties.
Thank group and guests for their time and
contributions.
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PREPARING MINUTES
Prepare minutes as soon as possible after
the meeting actions and discussions that took place are fresh in
the writers mind committee members may rely on receipt of
minutes before they implement promised actions
Send electronic version of minutes to the
staff manager/ concerned person for
approval and right distribution
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PREPARING MINUTES
Follow the format of the meeting agenda andinclude: The committee number and title, date/location of
meeting, and time called to order
Names of those present
Names of visitors
Apologies
An accurate summary of the decisions andconclusions reached
The assignments that were made
The follow-up action required
Time of adjournment and notice of the nextmeeting date, time and location (if any)
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Make documents inviting to
readOverall appearance
Margins
Type Size
Boxing
Typeface
Chunking
Overall length
Short paragraphs
Short sentences
Short words
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Example Ground Rules
Arrive and start on time
Be Prepared
Everyone Participates
Stick to the Agenda Focus Discussion on Agenda Topics
Listen to Understand
Respect different View Points End on Time
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Example Ground Rules
No side bar conversations.
No interruptions.
Turn cell phones off. Work towards group goals.
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MEETING PREPARATION
Continuous Cycle
Preparation
Conducting a meeting
Follow-up to meeting
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WHY MEETINGS ARE
CONSIDERED A WASTE OF
TIME?
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MEETINGS WILL BE ALWAYS SUCCESSFULIF WE ALL ADHERE TO FOLLOWING :
You should always know the time it starts
Do not forget the main reason of the meeting
Praise in Public, Criticize in Private
Do not convene meeting outside normal
officialbusiness hours
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Do not use group pressure to come to your
conclusions Do not use meetings to destroy others careers
Do keep the personal and the corporate distinct
Try to remember that the best model formeetings is democracy, not monarchy
Always prepare a clear agenda and circulate it
beforehand
Terminate a regularly scheduled meeting when
its purpose for being no longer exists