Business communication building critical skill 3rd by locker module 19

PPT
PPT

Module
Module 19
19
Planning,
Planning,
Conducting,
Conducting,and
and
Recording
RecordingMeetings
Meetings

McGraw-Hill/Irwin

©2007, The McGraw-Hill Companies, All Rights


19-2

Planning,
Planning, Conducting,
Conducting, and
and
Recording
Recording Meetings
Meetings
♦To learn how to
 Plan a meeting.

 Lead a meeting.
 Be an effective participant in
meetings.
 Take good meeting minutes.
 Network effectively.


19-3

Planning,
Planning, Conducting,
Conducting, and
and
Recording
Recording Meetings
Meetings
Start by answering these questions:
 What planning should precede a
meeting?
 When I’m in charge, how do I keep a
meeting on track?
 What decision-making strategies work
well in meetings?


19-4

Planning,
Planning, Conducting,
Conducting, and

and
Recording
Recording Meetings
Meetings
Start by answering these questions:
 How can I be an effective meeting
participant?
 What should go in meeting minutes?
 How can I use informal meetings with
my boss to advance my career?
 Do virtual meetings require special
consideration?


19-5

Types
Types of
of Meetings
Meetings
♦ Parliamentary
 Follow formal procedure; use Robert’s Rules of
Order.
♦ Staff
 Typically are held to announce new policies and
products, answer questions, share ideas, and
motivate employees.
♦ Team
 Bring team members together to brainstorm and
create.

♦ One-on-One
 Are perhaps the most common kind of meeting.


19-6

Purposes
Purposes of
of Meetings
Meetings
♦Share information.
♦Brainstorm ideas.
♦Evaluate ideas.
♦Make decisions.
♦Create a document.
♦Motivate members.


19-7

As
As Chair
Chair of
of Meetings
Meetings
♦Help participants deal with issues in
a timely and thorough manner.
♦Make ground rules explicit.
♦Pay attention to people and the
process at hand.

♦If conflict gets out of hand, focus
attention on the group process.


19-8

To
To Use
Use Standard
Standard Agendas
Agendas
♦Understand what the group has to
deliver and when.
♦Identify the problem.
♦Gather information and share it.
♦Establish criteria.
♦Generate alternate solutions.
♦Measure alternatives against
criteria.
♦Choose the best solution.


19-9

To
To be
be an
an Effective
Effective Participant
Participant

♦Prepare for meetings.
♦Speak when you have the chance.

 Make notes so that you can be succinct.

♦While speaking

 Show that you’ve done your homework.
 Link your comment to that of someone
in power.
 Find an ally ahead of time and agree to
acknowledge each other’s contributions
at the meeting.


1910

Meeting
Meeting Minutes
Minutes Include
Include
♦Decisions reached.
♦Action items, where someone
needs to implement or follow up on
something.
♦Open issues—issues raised but
not resolved.
♦Who was present, wording of
motions and amendments, and
vote results.

1911

Virtual
Virtual Meeting
Meeting Caveats
Caveats
♦ Be aware of the limitations
of your channel.
 E-mail may seem more
brusque.
 Audio meetings lack
nonverbal cues.
 Videoconferences only
show what the lens picks
up.
 Technology can fail.