1. Dept. of MBA, Sanjivani COE, Kopargaon
107 GE-Business Communication
Unit. No. 3
Internal Business Communication
3.1 Business Meeting
Presented By:
Dr. V. D. Chavan
Ph. D (Management), MBA(Mkt), B.Com (Banking and Cost Accounting)
Associate Professor
1
Sanjivani College of Engineering, Kopargaon
Department of MBA
www.sanjivanimba.org.in

2. Dept. of MBA, Sanjivani COE, Kopargaon
www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
• Stop the Meeting Madness - How to free up time for meaningful -
work by Leslie A. Perlow, Constance Noonan Hadley, and Eunice Eun
• https://hbr.org/2017/07/stop-the-meeting-madness
• How To Run a Meeting by Antony Jay From the Magazine (March 1976)
• https://hbr.org/1976/03/how-to-run-a-meeting
Meetings

3. Dept. of MBA, Sanjivani COE, Kopargaon
www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
• A meeting is a formal or informal deliberative assembly of
individuals called to debate certain issues and problems, and
to take decisions.
• Formal meetings are held at definite times, at a definite
place, and usually for a definite duration to follow an agreed
upon agenda.
Meetings

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www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• Status Meeting
• This kind of meeting is to bring everyone up to date on the
state of the other peoples' portions of a project.
• The participants are those reporting progress and those
hearing it. An agenda is required for this kind of meeting. It
should last no more than fifteen minutes.
Types of Meetings

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• Action Meeting
• These meetings solve a particular problem. There are two
kinds of action meeting, decision making meetings and
brainstorming meetings.
Types of Meetings

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• A successful meeting has four characteristics:
• The meeting must have a clear purpose and should stick to
the agenda.
• The meeting must start and end on time.
• Participants must be properly prepared
• Minutes must be taken.
Characteristics of meeting

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• Outline your key meeting points with an agenda.
• Follow the agenda when you conduct the meeting:
• Start your meeting immediately
• Set a time limit for your meeting
• Encourage the meeting participants to add feedback and
input
• Do not call upon those that rarely speak as this may make
them feel uncomfortable
• Summarize the key points at the close of the meeting
Conducting Meetings

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• Notice of Meeting
Steps for an Effective meeting

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• AGENDA - Before the meeting starts (sometimes given at the
same time as the Notice of Meeting), you need to let all those
invited to attend the meeting what it is that's to be discussed
and the order that these items will be mentioned in. Known
as an Agenda, this lets everyone prepare for the meeting in
advance so that they can bring up any important points at
the relevant time.
Steps for an Effective meeting

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• The word Agenda
• The name of the organization, group or person calling the meeting
• The date and time of the meeting
• The meeting venue
• Apologies (letter or email)
• Minutes of the Last Meeting
• Matters Arising
• Your meeting's topics listed one after the other
• Any Other Business
• Date and Time of Next Meeting
A formal agenda should always contain

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
Example of agenda

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Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• During the meeting itself, it is important that all points raised
are noted so that a summary of the full meeting is recorded.
These are the Minutes and they should show what was
discussed, more especially what was agreed (or ruled out),
and any action points - a note of something that has to be
carried out, by whom, and usually with a deadline.
Minutes

13. Dept. of MBA, Sanjivani COE, Kopargaon
www.sanjivanimba.org.in
Dept. of MBA, Sanjivani COE, Kopargaon
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Dept. of MBA, Sanjivani COE, Kopargaon
• Like the Notice of Meeting and Agenda, the Minutes should
contain some fixed information and follow a standard layout.
The headings in the Minutes should follow those in the
Agenda for this meeting, after stating:
• The name of the meeting
• Its venue, date and time
• Who was in attendance
• Who sent apologies (this one sometimes appears as heading 1
Minutes

14. Dept. of MBA, Sanjivani COE, Kopargaon
Thank You