PRAMOD B.

SHRAWAGE
MDP – THERMAX

DATE – 3RD AUGUST 2005.

SUBJECT – EFFECTIVE COMMUNICATION

ASSIGNMENT NO. 1

TITLE – HOW I IMPROVED MY MEETINGS.

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My frequency of attending meetings is less as compared to other colleagues.

Still, on an average I attend three meetings in a month. I rarely call others for
a meeting. Even then it would not be a bad idea to reduce the number of
meetings from three to two per month.

I need to further improve myself in preparing for the meeting and also in the
actual participation in the meetings I attend.

I therefore plan to improve following things:

1) Avoiding Meeting – Plan to begin myself whether I really need to attend

the meeting for which I am called. If some input is necessary from me, can
I give them up-front before the meeting, thus my presence in the meeting
becomes unnecessary.

2) Preparing for the Meetings: If my presence is necessary in the meeting

then I must be ready with some advance preparation. I must know the
purpose of the meeting, the agenda and the inputs expected from me in
the meeting.

3) Punctuality – This is something, which I am lacking in and in fact most of

us lack in. We all must improve our punctuality both for beginning and
ending the meetings on time.

4) Participation: Participation in meeting and ensuring that the interest lasts

till the completion of the meeting is must. The interest in the meeting is lost
when the discussion gets diverted from the topic of the meeting. In fact if
someone else is diverting the topic I must make him / her to stick to the
topic. I must also ensure that everyone is participating & others value
everyone’s ideas.
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Experience in Actual Implementation:

I am generally attending three types of meetings:

1) Pre-bid meetings

2) Review Meetings

3) Common Departmental meeting held once in a month.

I have decided to avoid attending the pre-bid meetings. In fact during last 3
weeks I was called for a pre-bid meeting which I avoided successfully without
affecting the goal of the person who called me for the meeting. This was done
by simply knowing from the person as to what input he needs from me. Once I
knew this, I emailed the information to him and then asked whether my
absence will affect the goal of the meeting. The answer was “ NO “

I am happy to share that I saved my precious one and half-hour without

affecting the outcome of the meeting.

In review meetings I have started adopting a new way of providing

information. I am supposed to give delivery dates of material input for various
equipments of various projects. I started providing tabular format to each one
participating in the meeting which gives project wise / equipment wise input
dates. Discussion only takes place on those dates, which are not acceptable
to the users. Thus a lot of time of all the meeting members is saved.

Departmental meeting is unavoidable not only because it is mandatory to

attend it but also because of the fact that I get lot of information as to what is
happening in company on various fronts. Also I get opportunity to share my
thoughts with others in the department. This meeting also has a definate start
and end time. Since it adds value I am deciding to continue with it.
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