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    CHAPTER 3 Business Meeting

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    Lucille Ballares
    This chapter discusses business meetings and how to conduct them effectively. It defines different types of business meetings like team meetings, process meetings, and status meetings. It emphasizes the importance of planning meetings, having clear objectives and agendas. Some tips for effective meetings include choosing an appropriate time and location, starting and ending on time, encouraging discussion, keeping meetings focused, and following up after meetings. The overall purpose of business meetings is to disseminate information, provide updates, and facilitate communication between team members.

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    CHAPTER 3 Business Meeting

    Uploaded by

    Lucille Ballares
    281 views26 pages
    This chapter discusses business meetings and how to conduct them effectively. It defines different types of business meetings like team meetings, process meetings, and status meetings. It emphasizes the importance of planning meetings, having clear objectives and agendas. Some tips for effective meetings include choosing an appropriate time and location, starting and ending on time, encouraging discussion, keeping meetings focused, and following up after meetings. The overall purpose of business meetings is to disseminate information, provide updates, and facilitate communication between team members.

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    This chapter discusses business meetings and how to conduct them effectively. It defines different types of business meetings like team meetings, process meetings, and status meetings. It emphasizes the importance of planning meetings, having clear objectives and agendas. Some tips for effective meetings include choosing an appropriate time and location, starting and ending on time, encouraging discussion, keeping meetings focused, and following up after meetings. The overall purpose of business meetings is to disseminate information, provide updates, and facilitate communication between team members.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    281 views26 pages

    CHAPTER 3 Business Meeting

    Uploaded by

    Lucille Ballares
    This chapter discusses business meetings and how to conduct them effectively. It defines different types of business meetings like team meetings, process meetings, and status meetings. It emphasizes the importance of planning meetings, having clear objectives and agendas. Some tips for effective meetings include choosing an appropriate time and location, starting and ending on time, encouraging discussion, keeping meetings focused, and following up after meetings. The overall purpose of business meetings is to disseminate information, provide updates, and facilitate communication between team members.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 26
    At a glance
    Powered by AI
    The key takeaways are the importance of business meetings in the professional environment and the different elements and procedures involved in conducting effective meetings.

    The different types of business meetings discussed are team meetings, process meetings, status meetings, and one-on-one meetings.

    Some tips for conducting an effective business meeting include preparing an agenda, starting and ending on time, encouraging discussion and feedback, and keeping the conversation focused.

    CHAPTER 3

    BUSINESS
    MEETING
    by: SHEENA D. BOTOR

    INTRODUCTION
    Meetings come in all shapes and sizes. There are the
    everyday office meetings, board meetings, seminars-all the way up to major conferences. And meetings can
    now be face to face, teleconference, videoconference,
    or online via the internet. Since modern workplaces are
    built on teams, sharing of ideas, and effective project
    coordination, conducting productive meetings are more
    important
    than
    ever
    (
    http://www.meetingwizard.org/meetings/how-to-plan-ameeting.cfm
    ).
    This chapter will present the nature of a business
    meeting particularly its importance in the professional
    environment. The discussion will also focus on the

    Objectives
    At the end of this chapter, you should be able to:
    1. Describe the nature of business meetings;
    2. Discuss the elements and procedures involved in
    conducting an effective business meeting;
    3. Explain the principles that can be applied to have
    a successful business meeting
    4. Actively participate in a mock business meeting
    applying the basic principles on how to conduct
    meetings effectively.

    The Nature of Business Meetings


    Business meetings occur for different purposes.
    Depending on the purpose and the type of meeting
    there are specific formats and objectives for each.
    Team meetings are one of the most regularly
    scheduled meetings in the business environment.
    Conducting team meetings is a test of leadership
    abilities. Team meetings mainly provide information and
    status information that is useful for members of groups
    that have common purpose. This could be either by
    function, department, goals or projects.
    process meetings are scheduled to drive a set of
    procedures and business processes from various work
    tasks and functions. These meetings strive to improve
    the overall business processes and include all of the

    Status meetings are conducted to provide progress


    reports on a given projects, client or account. The
    purpose of these meetings is to provide information and
    progress on the tasks assigned to each individual.
    One-on-one meetings are individual meetings for the
    purpose of exchanging information specifically related
    to the individual, or of a confidential nature.
    Status meetings are handled differently. Project
    Managers often use status meeting to revise project
    plans, update stakeholders, and manage the
    dependencies between current tasks. The agenda for
    these types of meetings is usually much more specific
    than a general meeting. Status is reported on a project,
    account, or client. The objective for this type of meeting
    is for all participants to indicate progress on their
    individual tasks in order to assess the status of the
    entire project.

    Many managers simply call a meeting, expect


    everyone to be prepared for anything to be discussed,
    and send out no agenda for what to expect. Scheduling
    meetings with little thought for planning or a clear
    objective is a surefire way to fail.
    In contrast, having a strategy for conducting
    effective meetings will improve communication and
    information sharing and create less anxiety among
    meeting participants. It will also create more focused
    teams and less wasted time. Project managers will
    develop more effective communication and leadership
    skills, and will find that their project plans will be more
    accurate and up-to-date.
    Hence, business meetings serve a vital role in
    disseminating information, providing project status, and
    facilitating communications between team members.
    Conducting them in the most effective manner fulfills

    I Introductions
    Opening the meeting
    Welcoming and Introducing Participants
    Stating the Principal Objectives of a
    meetings
    Giving Apologies for someone who is
    absent
    II Reviewing Past Business
    Reading the Minutes (notes) of the last
    meeting
    Dealing with Recent Developments
    III Beginning the Meeting
    Introducing the Agenda
    Allocating Roles (secretary, participants)

    IV Discuss Items
    Introducing the First Item on the
    Agenda
    Closing an item
    Next Item
    Giving control to the Next Participants
    V Finishing the Meeting
    Summarizing
    Finishing up
    Suggesting and Agreeing on Time, Date
    and Place for the next meeting.
    Thanking Participants for attending fnvv
    vvnggv b v b v
    Closing the Meeting

    MORE BUSINESS MEETING


    The following phrases are used
    LANGUAGE

    to
    participate in a meeting. These phrases
    are useful for expressing your ideas and
    giving input to a meeting.

    Getting the Chairpersons

    (Mister/Madam) chairman
    Attention

    May I have a word?


    If I may, I think
    Excuse me for interrupting
    May I come in here?

    Giving Opinions

    Im positive that
    I (really) feel that
    In my opinion
    The way I see things
    If you ask me, I tend to think that

    Asking for Opinions

    Are you positive that


    Do you (really) think that
    (name participant)can we get your
    input?

    How do you feel about?

    Commenting

    Thats interesting
    I never thought about it that way
    before

    Good Point!

    I get your point

    I see what you mean

    Agreeing

    I Totally Agree with you


    Exactly!
    Thats (exactly) the way I feel.
    I have to agree with (name
    participant).

    of

    Disagreeing

    Unfortunately, I see it differently


    Up to a point I agree with you, but
    (Im afraid) I cant agree

    Advising and Suggesting

    Lets
    We should
    Why dont you
    How/what about
    I suggest/recommend that

    Clarifying

    Let me spell out


    Have I made that clear?
    Do you see what Im getting at?
    Let me put this another way
    Id just like to repeat that.

    Requesting Information
    Please, could you
    Id like you to
    Would you mind
    I wonder if you could

    Asking for repetition


    Im afraid I didnt understand that.
    Could you repeat what you just said
    I didnt catch that. Could you repeat
    that, please?
    I missed that. Could you say it again,
    please?
    Could you
    Asking
    forrun
    Clarification
    that by me one more
    time?
    I dont quit follow you. What exactly do you
    mean?
    Im afraid I dont quite understand what you
    are getting at.
    Could you explain to me how that is going to
    work?
    I dont see what you mean. Could we have

    Asking for Verification


    You did say next week, didnt you?
    (did is stressed)
    Do you mean that?
    Is it true that?

    Asking for Spelling


    Could you spell that, please?
    Would you mind spelling that for me,
    please?

    Asking for Contribution


    We havent heard from you yet, (name
    of participant)
    What do you think about this proposal?
    Would you like to add anything, (name
    of participants)
    Has

    anyone

    else

    got

    anything

    contribute?
    Are there any more comments?

    to

    Correcting Information
    Sorry, I think you misunderstood what I
    said.
    Sorry, thats not quite right
    Im afraid you dont understand what
    Im saying.
    Thats not quite what I had in mind.
    Thats not what I meant.

    Keeping the Meeting on


    Target
    (time,
    relevance,
    Were running
    short ofdecisions)
    time
    Well, that seems to be all the time
    we have today.
    Please be brief
    Im afraid weve run out of time
    Im afraid thats outside the scope
    of this meeting
    Lets get back on track, why dont
    we?
    Thats not really why were here

    Why dont we return to the main


    focus of todays meeting
    Well have to leave that to another
    time.
    Were beginning to lose sight of
    the main point.
    Keep to the point, please.
    I think wed better leave that for
    another meeting.

    TIPS FOR CONDUCTING


    EFFECTIVE MEETINGS
    Before the Meeting
    1. Define the purpose of the meeting.
    2. Develop an agenda in cooperation
    with key participants
    3. Distribute the agenda and circulate
    background
    material,
    lengthy
    documents or articles prior to the
    meeting
    so
    members
    will
    be
    prepared and feel involved and upto-date.

    4. Choose an appropriate meeting


    time. Set a time limit and stick to it,
    if possible. Remember, members
    have other commitments. They will
    be more likely to attend meetings if
    you
    make
    them
    productive,
    predictable
    and
    as
    short
    as
    possible.
    5. If possibe, arrange the room so that
    members face each other, i.e.,a
    circle or semi-circle. For large
    groups, try U-shaped rows.
    6. Choose a location suitable to your
    groups size. Small rooms with too

    7. Use visual aids for interest (e.g.,


    posters, diagrams, etc.). Post a
    large agenda up front to which
    members can refer.
    8. Vary meeting places if possible to
    accommodate different members.
    Be sure everyone knows where and
    when the next meeting will be
    held.

    During the Meeting


    1. Greet members and make them
    feel welcome, even late members
    when appropriate.
    2. If
    possible,
    serve
    light
    refreshments;
    they
    are
    good
    icebrakers and make your members
    feel special and comfortable.
    3. Start on time. End on time.
    4. Review
    the
    agenda
    and
    set
    priorities for the meeting.
    5. Stick to the agenda.

    Running Effective Meeting


    -Tips and Tricks
    6. Encourage group discussion to get
    all points of view and ideas.
    7.
    Encourage
    feedback.
    Ideas,
    activities and commitment to the
    organization
    improve
    when
    members see their impact on the
    decision making process.
    8. Keep conversation focused on the
    topic. Feel free to ask for only
    constructive
    and
    non-repetitive
    comments. Tactfully end discussion

    9. Keep minutes of the meeting for


    future reference in case a question
    or problem arises.
    10. As a leader, be a role model by
    listening,
    showing
    interest,
    appreciation and confidence in
    members. Admit mistakes.
    11. Summarize agreements reached
    and end the meeting on a unifying
    or positive note. For example, have
    members volunteer thoughts of
    things they feel have been good or
    successful
    or
    reiterate
    the
    organizations mission.

    After the Meeting


    1. Write up and distribute minutes within 3 or
    4 days. Quick action reinforces importance
    of meeting and reduces errors of memory.
    2. Discuss any problems during the meeting
    with other officers; come up with ways to
    minimize if not avoid problems.
    3. Follow-up on delegation decisions. See that
    all members understand and carry out their
    responsibilities.
    4. Give
    recognition
    and
    appreciation
    to
    excellent and timely progress.
    5. Put unfinished business on the agenda for
    the next meeting.
    6. Conduct a periodic evaluation of the
    meetings. Note any areas that can be

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