Module - IV

Business Meetings
Presented by:
Abha Moradia
Faculty, KGIBM
“Meeting is a group of people wasting
time on topics of unimportance.”

Do you think it is right????

 Definition
• A meeting is a gathering of two or more
people where purposive discourse occurs.
 Purposes and Kinds of Meetings
• Informational meetings
– Seeks to clarify, to make something clear, to give
information.

Examples:
• Changes in reporting procedures in the purchasing
department
• Report on company’s strategic plans for the year
• Retirement planning for those over age 50
• Suggested solution meetings
– Seeks recommendations for the problem or issue
– A meeting to discuss all possible options

Example:
• Capital budgeting/investment projects
• Problem-solving meetings
– Problem, solution, benefit, action – these four
steps are common in these meetings

Example:
• Sourcing the raw materials from a new supplier
 Planning a Meeting
1. Review the problem and determine a
purpose
2. Decide who should participate?
3. Arrange for meeting date, time, place
4. Create an agenda
5. Distribute the notice of meeting
6. Check the physical arrangements
 Conducting a Meeting
• Begin with a positive opening statement
• Stimulate discussion
• Involve all the participants
• Interpret data for solution evaluation
• State the major conclusions and plan of action
• Follow-up after the meeting – distribute
minutes
 How to write Minutes?
• Minutes include:
– Name of the organization, department, or group
– Date, time, place of meeting
– Names of the members present, including the
chairperson
– Signature of the secretary who recorded the
minutes
 How to Make Meetings Effective?
• Convene a meeting only if you have a specific
purpose
• Prepare a focused agenda and distribute it in
advance
• Invite only those who are necessary
• Encourage full participation
• Good preparation by all the attendees
• Maintaining minutes and keep a follow-up
 What to Do in a Meeting?
• Be in time
• Give others also a chance to speak
• Stop chatting with your neighbor
• Focus on the discussion in the meeting
• Switch off/silent the mobile
• Control your emotions
• Obey chairperson’s instructions
• THANK YOU!