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Business Meetings
1.
2. AGENDA
What is a Meeting?
Objectives
Necessity of meeting
How to plan a meeting?
Agenda
Minutes of meeting
How to organize a meeting
Meeting preparation
Types of meeting
3. A meeting is a gathering of two or more people that has been
convened for the purpose of achieving a common goal
through verbal interaction, such as sharing information or
reaching of an agreement.
4. Meeting
Make a focus statement
Ensure that meeting roles are understood
Ensure the group/team uses an agenda
Take time to prepare, participate and perform
5. Effective Meetings:
Achieve organizational outcomes
Can generate ideas & solutions
Make better policy statement
Give new targets & aims
Saves time and money consumption
7. A meeting should only be conducted when there are specific
objectives.
8. Objectives could be an action
Forming a new group or team
Starting a new project
Needing to accomplish an objective beyond the
scope of one individual
Solving a problem or improving a process
Making a group/team decision
9. Objectives could be informational
Presenting a management message
Advising of a change in focus, policies,
procedures etc
Motivating group/team members
Welcoming a new leader or member
Recognizing outstanding performance
Learning from mistakes
11. Many times meetings are not necessary.
Often we could achieve the same objective by sending
couple of emails.
12. Meeting is necessary
When we need people from multiple departments to generate
ideas together
Clear communication requires a face-to-face presentation
We need to build similarity between team members
We expect the objective will be controversial
Issues are urgent and decisions are more important
Other attempts at reaching the objective have been
unsuccessful or are taking too long
14. When you have decided that a meeting is the best choice for
achieving your objective, then the nest decision is,
“Who should be there and who should not”.
15. Who should be there and who shouldn’t
Are they important to the discussion?
Do they have expertise that we will need and there is
no alternative
Do organizations internal politics require this person?
Do we expect questions to arise during the meeting
that only this person can answer?
17. Agenda is not just only a single statement that shows
the objective or purpose of the meeting.
18. Agenda is a tool for:
Identifying missing things
Ensuring everyone has the information
Right person comes to the meeting
Managing the meeting in operation
Confirmation of the date, time, and location
21. Minutes of the Meeting
Yes! Meetings have written records which are called
minutes of meeting, that is used to inform attendees
and non-attendees of the actions during the meeting.
22. Minutes usually include
The names of the participants
The agenda items to be covered
Decisions made by the participants
The follow-up actions committed to by
participants
Due dates for the completion of commitments
24. Organizing the Meeting
Make sure everyone has a copy of the agenda
Someone has been assigned for minutes of the
meeting
If something comes up that is not on the agenda,
assure the group that you will ensure that, that topic
or item comes up at a later discussion
Agree to stay longer if they want to continue the
discussion
Agree to postpone the decision on this topic to a
later time so you can stay on time
During the meeting make sure:
25. At the end of the meeting:
Thank everyone for their participation
Summarize any final points and brief everyone
about what the next steps will be
Let them know when you will have meeting
minutes or notes made available to them
27. There are certain tangible aspects of effective meetings that
should be considered to make the meeting as productive as
possible.
28. Tangible aspects are:
Meeting Location:
Convenience
Comfort
Suitability
Seating Arrangement:
Best arrangement would be to
set the chairs and tables up in
a ‘U’ shape so that everyone
can easily see and listen to
each other.
29. Meeting Preparation:
Must send out a reminder email to all of the
attendees
Bring copies of any supporting information
Pack a box the day before, for example white
board markers, Name tags or pads of paper
31. There is not a specific number of times for a business to conduct
meetings because it depends on the nature of the business.
But some types of meetings are necessary.
32. Types of Meeting:
Formal Type
A pre-arranged meeting time and schedule
An agenda
A minutes of the meeting- a written record
A chairperson - to lead, co-ordinate or control
An administrator or secretary
An agreed process and procedure
Informal Type
Unstructured discussion
No procedures or process
Anyone taking the lead
33. I. Formal Meeting Types:
1. Board Meeting
2. Annual General Meeting (AGM)
3. Extraordinary General Meeting (EGM)
4. Standing Committee Meeting
5. One-Off Committee
6. Public Meeting
7. Conference Meeting
8. External Meeting
34. 1. Board Meeting
Once a month
Directors of company attend the meeting
Discuss company business
Future direction of the company
35. 2. Annual General Meeting
In short form is called AGM
Compulsory yearly meeting for listed company
All directors and shareholders attend the meeting
36. 3. Extraordinary General Meeting
In short form is called EGM
At any time of the year
Give notice to shareholders
For voting on proposed plans
37. 4. Standing Committee Meeting
Standing committee is part of Board of Directors
in the company
Approve the proposed bonus payment and salary
adjustment
38. 5. One-Off Committee
Decisions on local matters
Facilities Update
Company Officers update
Set of responsibilities and authorities
Committee diction are published
39. 6. Public Meeting
Held for seeking the opinions of the public
If development plan of the corporation will affect
people in a town
40. 7. Conference Meeting
Speakers from different corporations to share their
expert knowledge
Take place over a few days
Usually takes the form of presentations
41. 8. External Meeting
Must contribution of two or more different parties
Negotiation on merger and acquisition matter
Participants protector their responses
46. Meeting etiquette
10 etiquette rules that every professional should know:
1. Be on time
2. Make introductions
3. Have a strong agenda
4. Sit appropriately
5. Speak up
6. Understand the unwritten speaking rules
7. Do not have your phone out
8. You can drink coffee, but you need permission
for anything else
9. Clean up after yourself
10. Don't save all your questions for the end
47. Do’s and Don'ts in a meeting:
Do’s:
Be prepared for meeting
Come on time
Respond to queries
Be serious and listen carefully
Take notes
Keep your belongings near you on the floor
48. Don’ts:
Fiddle with pens,pencil,paper
Doodle on a notepad
Slouch in your seat
Come late
Speak loudly or too softly
Walk out for a break before the meetings is over
Blur out thoughts
Use of negative language
Use comfortable phrase like I disagree or I oppose this
49. CONCLUSION
Meetings are in fact a waste of time
Lengthy and boring
But can be very helpful if conducted correctly
Should be conducted only if necessary
Brief and to the point
Always be prepared for Disruptions
50. PRESENTED BY-
Ms. Nikhath Khan
Mr. JagadeeshwarReddy
Mr. Rishabh Poonacha
Mr. Ronit Jit
Ms. Sangeetha.S
