How to Conduct a Business Meeting

What is Business Meeting?

A business meeting is a gathering of two or
more people for the purpose of making
decisions or discussing company objectives
and operations.

Business meetings are generally

conducted in person in an office,
however with the rise of video
conferencing technologies, participants can
join a business meeting from anywhere.
What is effective meeting?
Effective meetings are gatherings in
which the agenda is clearly defined, the
meeting is carefully structured and the
participants arrive organized and prepared
for the event.
 Status Update Meetings
A
The 5 general types
of meetings:
B Decision-Making Meetings

C Problem-Solving Meetings

Innovation Meetings
E
A. Status Update Meetings

This is initially intended to share updates on

the latest projects and make sure
everyone on the team is on the same
page about the process of the project.
 B. Decision-Making Meetings

Managers generally have the final say, the

discussions around important business decisions often
occur in larger groups.

Smaller decisions may be made in status update meeti

ngs, but important ones will command their own dedi
cated meeting times.
 C. Problem-Solving Meetings

Problem-solving meetings have a specific goal in mind.

These meetings may be based on

emergencies that need to be resolved
quickly.

These meetings give colleagues the

chance to brainstorm, evaluate solutions
and solve the problem at hand.
 D. Team-Building Meetings

These meetings can be corporate events or outings for t

he team, department or entire company and can serve t
o generate some employee loyalty and
engagement.

They are the perfect opportunity to encourage

employees to mingle and create more personal
relationships that can aid the progress and growth
of the organization.
E. Innovation Meetings

Innovation meetings can sound obscure to

attendees, but they are essential to making sure your
company continues to move forward rather
than retaining the same operating protocols year afte
r year because they provide the organization a chance
to try something new.
Principles of effective meeting according to
Crenshaw :

❖ Meetings shall have a meeting leader.

❖ All meetings should have a stated purpose.

❖ Meetings should be shorter, instead of longer.

❖ Meetings shall have an agenda.

❖ Participants shall come prepared to the meeting.

How to Handle Conflict in the Workplace?
1. Talk with the other person

•Ask the other person to name a time

when it would be convenient to meet.

•Arrange to meet in a place where you

won't be interrupted.
2. Focus on behavior and events, not on
personalities.

•Say “When this happens …” instead of

“When you do …”

•Describe a specific instance or event

instead of generalizing.
 3. Listen carefully

•Listen to what the other person is saying instead of

getting ready to react.

•Avoid interrupting the other person.

•After the other person finishes speaking, rephrase

what was said to make sure you understand it.

•Ask questions to clarify your understanding.

4. Identify points of agreement and
disagreement.

•Summarize the areas of agreement and

disagreement.

•Ask the other person if he or she agrees with your

assessment.

•Modify your assessment until both of you agree

on the areas of conflict.
5. Prioritize the areas of conflict.

Discuss which areas of conflict are most

important to each of you to resolve.
6. Develop a plan to work on each conflict.

•Start with the most important conflict.

•Focus on the future.

•Set up future meeting times to continue your

discussions.
7. Follow through on your plan.

•Stick with the discussions until you’ve wor

ked through each area of conflict.

•Maintain a collaborative, “let’s-work-out-a-

solution” attitude.
 8. Build on your success.

•Look for opportunities to point out progress.

•Compliment the other person’s insights and achievements.

•Congratulate each other when you make progress, even if

it’s just a small step.

•Your hard work will pay off when scheduled discussions

eventually give way to ongoing, friendly communication.
What causes conflict in a meeting?

1.Power struggles

2. personality issues

Conflict can arise when individuals or groups

dislike one-another, or feel that their positions are
being threatened.

This type of conflict tends to be more about people's

personalities than about "facts" or decisions being
made.
What Are the Five Conflict Resolution Strategies?
The Thomas-Kilmann Model identifies five different approaches to
resolving conflict

2. Accommodating
Using the strategy of "ac
1.
1. Avoiding commodating" to resolve
conflict essentially involv 5. Collaborating
es taking steps to satisfy
Someone who uses a . Using
. "collaborating" involves
the other party's concern
strategy of "avoiding"
mostly tries to ignore
s or demands at the expe 4. Competing finding a solution that entirely
satisfies the concerns of all in
nse of your own needs or
or sidestep the conflic volved parties.
desires. Someone who uses the
t, hoping it will resolve
itself or dissipate. 3.. Compromising conflict resolution strate
gy of "competing" tries t
o satisfy their own desir
The strategy of "compro es at the expense of the
mising" involves finding other parties involved.
an acceptable resolution
that will partly, but not e
ntirely, satisfy the concer
ns of all parties involved.
The Thomas-Kilmann model identifies two dimensions
people fall into when choosing a conflict resolution strategy:

1. Assertiveness - involves taking action to satisfy your own

needs.

2. Cooperativeness - involves taking action to satisfy the other's

needs.
Improving Your Ability to Resolve Conflict

❖ Listen effectively.

❖ Identify specific points of disagreement.

❖ Express your own needs clearly.

❖ View conflict as an opportunity for growth.

❖ Focus on specific issues without generalizing or escala

ting the situation.
What are the methods of resolving
conflict?

1. Negotiation,
2. mediation
3. arbitration

It is often called ADR or alternative dispute resolution

- Whether you are involved in a family or neighborhood

dispute or a lawsuit involving thousands of dollars, these
processes should be considered.
 What are the 5 main causes for conflict?

1) Misunderstandings

2) Poor communication

1) Lack of planning

2) Poor staff selection

3) Frustration, stress and burnout

How do you end a business
meeting? (Best Way to End a Meeting)
1: End on a positive note. Even if there has been tension
and difference of opinion, strive to end the meeting
harmoniously.

2: Wind down before the scheduled end time.

3: Reiterate its overall objective.

4: Connect with the participants one last time.

5: Schedule follow-up plans.

Post test
Watch the videos
1. Identify the Causes of Conflict.

2. What are the tips for Managing Conflict in

Meetings and Workshops?

3. How to manage Conflict Between Two

Employees?
Post test
Watch the videos
1. The Causes of Conflict
https://www.sagu.edu/thoughthub/causes-o
f-conflict

2. Tips for Managing Conflict in Meetings

and Workshops
https://www.youtube.com/watch?v=2RSsL
WbnOuc

3. Managing Conflict Between Two

Employees
https://www.youtube.com/watch?v=9XWS
Ra2Jvg4
Thank you :)