Meeting Objectives of the session You will understand

Meeting

Objectives of the session – You will understand the importance of the meetings in the business world. – You will learn meeting etiquettes. – You will be able to run a successful meeting. – You will be able to use meeting technologies.

What is a Meeting ? – An occasion when people come together to discuss or decide something. – A situation in which two or more people meet together, because they have arranged it or by chance. (Oxford Advance Dictionary )

Meeting Etiquettes – Hand Shake Etiquettes – How to Introduce Yourself – Dinning Etiquettes – Misuse of mobile – Dress professionally – Keep important accessories with you – Do not place your hands on your lap – Do not try to cross your legs – Focus on the speaker by giving positive gesture

Steps Conducting Meeting – Preparation of meeting – Conducting a meeting – Follow-up to meeting

Preparing For the Meeting – Careful preparation will save you from two meeting mistakes : » Holding a meeting when a memo or other message would do the job » Holding meeting without specific goal in mind – – Decide the purpose of the meeting Select the participants for the meeting Choose the time and the facility Set the agenda

What is an agenda letter ?

Why is an agenda important? h. Prepares chairman h. Prepares attendees h. Creates an interest h. Clearly defines objectives

Arrangement of Room Boardroom meeting U table Round table

Preparation before leading /attending a meeting – – – – Collect ballot results Review correspondence Review minutes and action items from previous meeting Contact attendees Prepare agenda prepare Stationary on venue Audio video aids on Venue

Conducting Meeting

Leading and Participating in Meeting – Keep on track. – Encourage Participation – Participate Actively – Close Effectively

Keep on the track

Encourage Participation

Participate Actively Questionnaire technique should be adopted to participate actively in the meeting • The open question • The close question • The probe question An appropriate, eye contact , body language and gesture should be maintained during the meeting

Closing of the meeting h. State conclusions reached h. Summarize assignments h. Give staff manager next meeting requirements

After the meeting • • Send hard copy of minutes of meeting as soon as possible after the meeting Send electronic version of minutes to all attendees

Using Meeting Technology – – Instant Messaging Video Conferences Telephonic meeting Email writing

Drawbacks – Security Issue – technological barriers – Typing abilities – Constant Interruption – Accidental mixing of personal messages – Less Focus – Privacy focus

Tips for making Instant message more efficient and effective – Make yourself available when you are free – If you are not secure on the system, do not send confidential information – Be extremely careful about sending personal messages – Do not use IM for important meetings – Do not use for complex and long meetings – Try to avoid carrying on multiple IM conversations – Do not use Slang messages