MEETINGS Presented by Rajesh Bahagat Praveen Domle Meaning

MEETINGS Presented by Rajesh Bahagat Praveen Domle,

Meaning of Meetings • If there is clear cut need for a group of people to assemble , meeting is called. The common denominator in any meeting is a group. Major projects needs , people performing different tasks in the organization should come together. Meeting brings them together. In today’s world of advertisement , the product may get out of fashion before it actually comes in the market. Therefore, innovative ideas , knowledge is to be exchanged . Meeting suffice this purpose.

Preparation of Meetings • If there is clear cut need for a group of people to assemble , meeting is called. For making proper preparation of meeting , following 6 things are to be determined • Time • Duration • Agenda • Participants • Venue • Seating arrangements

Time of Meeting Time : - If meeting is held urgently , there is no issue of scheduling it otherwise it should be properly scheduled. • Meeting should not be called on Monday morning or Friday evening as workers have less motivation at his timings. • It should be started at unusual time as employee show punctuality and ended at natural break time as they feel relaxed. • The employee should be given enough time collect the related data for the meeting.

Duration of Meeting Duration : - It refers to the length of time. If the agenda of meeting is complex , sensitive or if it has many topics , it cannot be covered in one single meeting so do not cramp things in one meeting schedule another meeting. • If number of participants in the meeting are more the duration should be shorter because interaction of these participants is not possible and interest is lost soon. • For the day-long meeting , the lunch break should be of 2 hrs because it allows the participants to get over the post lunch fatigue and afternoon session become productive.

Agenda and its Guidelines • Agenda : - A written agenda is a list of items/ problems that are discussed in the meeting. • Guidelines for agenda: • Limited number of agenda items • Don’t dwell on the past • Present opportunities not problems • Ample time for questioning • Provide enough details • Also mention these details : -Name of organization/ department, Number of meeting for the record, Date, time, venue, Items to be discussed

Participant and Venue • Participants : - Inviting participants should be based on purpose and not on politics. Right kind of participants in right number will make meeting productive. For exa, if meeting type is “Problem Identification” then 6 to 10 participants are required and if meeting type is “Problem Solving” then 3 to 5 are sufficient. • Venue: - Unfavorable venue can discourage communication and spoil the meeting . Make sure that the meeting room has proper ventilation , light and is well equipped with the devices needed for presentation. Once such room is decided reserve it instantly or locate similar site if it is also not possible then postpone the meeting.

Seating Arrangements • Seating arrangement : - • Boardroom style- for the formal discussion among few participants , sitting round the table. • Conference style: - For addressing large number of participants , question answer session. It is also called as theatre style. • Tear-drop style: - For formal discussion 2 -3 chairs are placed around the round area of the long desk. It popular form in the today’s office layout.

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