Business communication building critical skill 6th module019

Planning,
Conducting,
and Recording
Meetings
Module Nineteen

McGraw-Hill/Irwin

Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.


Learning Objectives
LO 19-1 Apply strategies for good meeting plans.
LO 19-2 Apply strategies for productive
meetings.
LO 19-3 Apply strategies for good meeting
decisions.
LO 19-4 Apply strategies for business
networking
19-2


Learning Objectives
LO 19-5 Explain techniques for effective meeting
participation.
LO 19-6 Select items for inclusion in meeting
minutes.
LO 19-7 Compose scripts for informal meetings
with bosses.
LO 19-8 Compare and contrast techniques for
virtual meetings versus face-to-face ones.

19-3


Types of Meetings
 Parliamentary
 Run under strict rules
 Use Robert’s Rules of Order.

 Staf
 Typically are held to announce new policies and
products, answer questions, share ideas, and
motivate employees.

19-4


Types of Meetings
 Team
 Bring team members together to brainstorm,
solve problems, and create.

 One-on-One
 Are perhaps the most common kind of meeting
 Highly informal

19-5


What planning should precede
a meeting?

Meetings can have at least six purposes:
To share information.
To brainstorm ideas.
To evaluate ideas.
To make decisions.
To create a document.
To motivate members.

19-6


What planning should precede
a meeting?
A good agenda indicates
 The time and place of the meeting.
 Whether each item is presented for information,
for discussion, or for a decision.
 Who is sponsoring or introducing each item.
 How much time is allotted for each item.

19-7


Sample Meeting Agenda

19-8


When I’m in charge, how do I keep the
meeting on track?

 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.
19-9


What decision-making strategies
work well in meetings?

19-10


Networking
 In your own organization, reach out to
people.
 Go to lunch with co-workers.
 Meet at least one additional person a week.
 Seek out people in your department as well as
those beyond it.

19-11


Networking
 Get to know people outside your
organization.

 Join community organizations.
 Take a course at a local college.
 Join a professional society.

19-12


Networking

19-13


Dot Planning Allows Groups to Set
Priorities Quickly

19-14


How can I be an effective
meeting participant?
 Prepare for meetings.
 Speak when you have the chance.
 Make notes so that you
can be succinct.

19-15


How can I be an effective
meeting participant?

 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.

19-16


What should go in meeting minutes?
 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.
19-17


How can I use informal meetings with
my boss to advance my career?
 Plan 90-second scripts
that you can use to give
your boss a brief report
on what you’re doing,
ask for something you
need, or lay the

groundwork for an
important issue.

19-18


Do virtual meetings require special
consideration?
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





19-19