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Communicating the American Way

Communicating the American Way

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Published by pjfrancisco

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Published by: pjfrancisco on Mar 31, 2010
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05/10/2013

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If you are the main organizer of the meeting, you are in charge of all
the details. Even if you think your administrative assistant will take care
of them, you always need to double-check, because it's your name
that's on the line. Here are a few items you can't overlook:

Participants. Selecting the participants always involves a delicate act
of political balance: you need to invite all those whose presence is
necessary to reach the meeting goals, and “disinvite” anybody else.

Notifications. Make sure you send them out well in advance. Typically,
that's accomplished via e-mail, and you want to be sure the subject line
explicitly contains all the necessary details: meeting title, time, and
location. In most companies, administrative assistants play a key role
in putting meetings onto the official office calendar by coordinating
e-mail invitations and keeping a paper trail [record] of all responses.

Make sure you send out a preliminary meeting agenda well ahead of
time (perhaps along with the invitation) and specify what participants
are expected to prepare for the meeting.

Location. Securing the right location goes a long way toward ensuring
the success of your meeting: whether it's somebody's office, the con-
ference room, the cafeteria, or an off-site space (outside of the office),
make sure you give some thought to this.

Refreshments. However trivial it may seem, food is a detail you don't
want to forget, as it is typical to have refreshments on hand for most
meetings.

Communicating the American Way

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