While convening a meeting it’s important to thoroughly get prepared for the meeting. That includes many aspects.
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The success of a meeting
can directly be related
to the amount of time spent
in its preparation
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3. Welingkar’s Distance Learning Division
Conducting a meeting
A meeting should be planned and prepared in advance for
smooth flow and without wastage of time
Ensure availability of venue
Ensure participants attendance
Inform the agenda of meeting so that participants come in
prepared
Ask for suggestion for whether additional topics should be
included
Send an email/memo one day prior to meeting, stating
time, venue& agenda
Give directions to the venue if not its not well-known
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Dress suitably and well.
Be well prepared with the matter
Be confident
Arrive at the venue 15 minutes in advance to ensure
arrangements
Number of chairs
Name cards
Stationary
Water
Copy of the agenda
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Chairperson directs the meeting
Start on time
Introduce himself
Ask others to introduce themselves
Agenda should be followed
Give an opportunity to the floor to express their views
Must be clear and concise
Keep a track of time
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Chairperson
Address any dissent or animosity
Stop secondary conversation
Summaries the discussion and arrive on a conclusion
Agree on a time and venue of the following meeting
A day after the meeting, a summary of the meeting should be
sent to the attendees
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Attending a meeting
Be fully conversant with matters that are to be
discussed
Read extra material if been asked to do so
Be on time
If you are late and the meeting is in progress, do not
disturb. Walk in quietly.
Voice your thoughts and get involved in the meeting
Be clear and concise
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General Rules
Be clear and concise when putting forth your ideas
Respect the other’s point of view.
Do not humiliate or demean another point of view
Talk when given a chance
Do your home work before the meeting
If you have not been assigned a seat, ask for where
to sit
Be on time
Stick to an agenda
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9. Welingkar’s Distance Learning Division
Be conscious of your body language
Do not interrupt
Keep your jacket on during meetings
Keep your business cards in pristine conditions
Be discreet when exchanging them
Always carry your cards.
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