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 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  ... 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... 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... 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