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Business meetings

Business meetings

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Published by Archana Shrivastava

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Published by: Archana Shrivastava on Feb 06, 2013
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Business Meetings

How to plan and conduct business meetings that really work


Picture perfect meetings only exist in pictures…Strive for success, not perfection 2

or problem.Business Meetings Definition: A gathering in which a purposeful exchange or transaction occurs among three or more people with a common interest. topic. 3 .

4 . a meeting is the communication tool of last resort. In other words. after you have considered and discarded other forms of information exchange.When Should You Call a Meeting? Answer: When you cannot accomplish your communication objectives or goals in any other way.

• A key person is not available. 5 .Don't Call Meetings When: • A phone call or a memo would do. • It costs too much. • Participants don't have time to prepare. • Personality conflicts or the plans of higher management might make the meeting a waste of time.

6 . • Gather opinions.You Should Consider Calling a Meeting to: • Talk about goals. • Reach a consensus. • Train people. • Discover or solve problems. • Listen to reports.

• Tell people what they're supposed to do and how they're to do it. 7 . • Keep things moving. • Build morale.Call Meetings to: • Explain plans and programs.

Business Meetings • Part of democracy • Consider what meetings have accomplished • Celebrate not dread 8 .

Meet With People Who: • Have to carry out what's decided • Have valuable information or good ideas • Can approve the results • Represent divergent views • Are indispensable to the success of the decision 9 .

Three Principal Types of Business Meetings: • Informational Meetings • Problem-Solving Meetings • Suggested-Solution Meetings 10 .

• In the absence of effective leadership. will experience the success they hope for. Three general leadership styles predominate at business and group meetings. 11 . no matter how well intentioned.Leadership Responsibilities • Any successful meeting depends in large measure on the competence and motivation of the leader. no group.

12 .Leadership Styles • Authoritarian: behavior ranges from firm suggestions to commands that must be carried out. • Leaderless: an abdication of responsibility from one person to the group as a whole. • Democratic: works on the principle of participation and mutual support.

and the rights of others. Assess those criteria in light of their practicality.How Do You Solve a Problem in a Meeting? • State the problem in the form of an affirmative question. • Define and limit the problem. feasibility. • Collect facts on the history of the problem. 13 . • Establish criteria.

• Evaluate suggested solutions.How Do You Solve a Problem in a Meeting? • List possible solutions. • Tell those responsible for making the solution succeed. 14 . • Determine a course of action.

and meaningful for the conferees. – Next.Consider the problem and determine your purpose. important. It should be timely. decide whether a meeting should be called at all. you must determine the purpose for the meeting. genuine. As You Plan for a Meeting: – First. It must also be within their sphere of responsibility and influence. 15 .

– Include those who can approve the results or are indispensable to the success of the decision. – Invite those who have valuable information. or divergent views. 16 .As You Plan for a Meeting: Then. Decide Who Should Participate. – Invite those who must carry out what's been decided. good ideas.

Date. and Place. when can everyone be there? – Where should you meet? Will the location prove conducive to achieving your goals.As You Plan for a Meeting: Arrange for a Meeting Time. – What times and dates are most convenient? In the absence of convenience. or distracting? 17 .

As You Plan for a Meeting: – Consider seating. location. including audio-visual technicians. caterers. banquet and meeting managers. and cost. environmental controls. acoustics. – Talk to or meet with those responsible for supporting or carrying out your plans for the meeting.Coordinate Details at the Meeting Site. workspace. lighting. audiovisual requirements. travel requirements. 18 .

date. as a question of fact. State the problem properly. place. or policy. meetings are more likely to succeed with an agenda. Be sure to include all relevant detail in the announcement. including topic. 19 . time. – Unless secrecy is essential. value.As You Plan for a Meeting: Announce an Agenda. and responsibilities of the participants.

paper. tables. markers. refreshments – Reference materials. visual support systems. workspace – Support materials. lighting. chalk.As You Plan for a Meeting: Take Care of Physical Arrangements. public address system. – Seating. environmental controls. pencils. background data 20 . pens.

Informal Responsibilities: • Prepare yourself thoroughly. • Assume your given role during the meeting: •Organizer •Clarifier •Questioner •Expert •Critical Tester •Conciliator •Helper of others •Energizer 21 .

22 . • Focus the groups' effort on their goals. • Stimulate discussion.Procedures: How Do You Run an Effective Meeting? • Begin and end on time. encourage full participation from everyone present. • Follow the agenda.

interpret data to reach a conclusion. • Confront or ignore those working at cross-purpose with the group. group building and maintenance roles. select. and individual roles. • Sort. 23 .Procedures: How Do You Run an Effective Meeting? • Understand the roles of participants: group task roles.

• Follow-up after the meeting has concluded: distribute notes or minutes and take the actions you said you would. 24 .Procedures: How Do You Run an Effective Meeting? • State the conclusion and plan of action.

Meetings I Dislike • One person does all the talking • Don’t know the purpose • Nothing accomplished • Sitting for more than one hour 25 .

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