business etiquettes 3

7/31/2019 Business Etiquettes 3

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Business Etiquette & Social

Skills

Sonia Singh

IMS Ghaziabad


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Objectives

You will learn effective meeting

preparation

You will be able to write INFORMATION-

FULL agendas

You will understand the basics of meetings

and conferences

You will learn to manage meeting time

effectively


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Are meetings needed

Collective decision-making

Planning and follow-up

Accountability Democracy

High efficiency

Build a good organization.


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Meeting Etiquette

Before the meeting

Starting the meeting

After the meeting


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Identify purpose of the meeting

Purpose of the meetingwhat you hope to

accomplish

Formal board, organization or club (e.g. of the

purposes)

Set and monitor policies and procedures.

Fiscal oversight.

Hire, direct and evaluate Executive Director.


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Public meetings (e.g. of the purposes)

Gather inputnetwork, generate ideas, solve

problems.

Planningdevelop action agenda. Announce decisionsanswer questions.

Monitor progressmake adjustments to the plan.

Celebrationsrecognize peoples

contributions/accomplishments.


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Decide participants

Who should attend?

People affected by potential actions decided

at the meeting.

People with knowledge and experience in the

topics to be considered (strive to gather a

variety of perspectives).

Decision makers, i.e., public officials ifgovernmental support is needed


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How to conduct?

Decide HOW to conduct the meeting to

best accomplish the purpose

Through guest speakers

Are videos needed?

Should it be through brainstorming session

Panel sessions or discussion groups etc.


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Determine time and place.

Time, start, and length of meeting

Will breaks be needed Decide place depending on

any special needs of attendees.

Maximum convenience for attendees.

Strive to meet in a facility that meets your needs

(will vary according to the group processes you

use).


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Prepare and distribute a meeting agenda

much in advance to the meeting (bring

extra copies to the meeting- you never

know).


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Information gathering before

meeting and agenda making

Review correspondence

Review minutes and action items from previousmeeting

Contact chairman/person who would chair themeeting

Review jurisdiction ( for taking decisions)

Contact staff manager of the person chairing the

meeting Prepare agenda


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What is an Agenda

It is an official notification of the impending

meeting in addition to some other details

Why is an agenda important?


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WHY IS AN AGENDA

IMPORTANT??

Prepares chairman

Prepares attendees

Creates an interest

Clearly defines objectives

Provides a valuable organizational tool

To make meeting successful and

Avoids wastage of time


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INFORMATION AGENDA

INCLUDES

Title of meeting

Purpose of meeting

Introductions

Meeting date, time, location

General information

Last meetings agenda/minutes approvals (key

decisions, action items, etc.) group memory (flipchart notes)

Current agenda items with background/goals


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Review of Ground Rules

Assigned meeting roles. (On-going meetings

rotate assignments)

Discussion items (process to use, who will leadactivity, may include time allotted for this item).

Old/New Business

Summary/ Assignments Ensure proper distribution of the agenda


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Example Agenda

Evaluation Review Committee

Committee members: Tom, John, Tammie,

Phyllis, Mary, Linda, Dallas and Duane,

May 15, 2003, 8:00 a.m. to Noon,UW Campus, 123 1/2 Ag. Hall


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Example Agenda

Purpose: Organize the committee,

review committee's charge, evaluate the

performance appraisal process, identify

and prioritize issues and establish anaction plan.


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Example Agenda

ActivityPerson

Responsible

8:00 AMIntroductions, role call, review

ground rules and review agenda. monkey

8:10 AM Determine meeting assignments.

monkey

8:20 AM Review yesterday's results.monkey

Organize prioritized issues into an action plan.

8:50 AM(1) Group topics into workable

tasks. Donkey

9:35 AM(2) Identify information needed

and organize task groups.Donkey

10:00 AM BREAK


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Example Agenda

Activity

Person

Responsible

10:10 AM

(2) Identify information needed

and organize task groups,

continued.Donkey

10:30 AM

(3) Discuss time required anddevelop a schedule (dates and

meeting locations).Donkey

11:15 AM

(4) Develop an agenda for the

next meeting.

Donkey

11:45 AMBenefits and concerns of today's

meeting.Donkey

12:00 PM Close meeting.

Donkey


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Exercise


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Etiquette at Business Meetings:

Before the Meeting

Arrive early to make sure meeting room is

set up correctly. Put agendas in place.

Provide for drinks and a light snack (if

needed) Stand near the door to thank each person

who arrives. Ask what issues are of

particular interest to them (or assignsomebody the task)

Introduce new members to existing

members


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Is the room set properly

Audio visual are working

Number of seats are adequate


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During the Meeting

Ask new members of group to introduce

themselves. Ask historical members to

give their names and positions.

Preview the agenda and set a time limit for

each item, including time at the end of the

meeting to come back to issues.


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During the Meeting

Ask non-contributing members if theyd like

to add their perspectives.

Note: Interestingly, research shows

talkative members welcome the comments

of othersand shy members value

inclusion in the conversation.


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During the Meeting

START ON TIME!!

Delegate the task of taking minutes if you

do not have a subcommittee secretary

Review the agenda/obtain agreement on

the meetings objectives and goals

Revise agenda if necessary


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During the Meeting

Focus attention on the agenda

Set time limits

Identify different opinions

Establish task groups/chairman as needed

Avoid Repetition

Do not wander from the agenda

Keep tab on lengthy discussion of controversialissues


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IF YOU CANNOT ATTEND, FIND A

REPLACEMENT

BRIEF YOUR REPLACEMENT ON THE

AGENDA


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Ending the Meeting

Summarize agreed upon actions,

responsibilities and timing, later written as

minutes and distributed to relevant parties.

Thank group and guests for their time and

contributions.


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PREPARING MINUTES

Prepare minutes as soon as possible after

the meeting actions and discussions that took place are fresh in

the writers mind committee members may rely on receipt of

minutes before they implement promised actions

Send electronic version of minutes to the

staff manager/ concerned person for

approval and right distribution


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PREPARING MINUTES

Follow the format of the meeting agenda andinclude: The committee number and title, date/location of

meeting, and time called to order

Names of those present

Names of visitors

Apologies

An accurate summary of the decisions andconclusions reached

The assignments that were made

The follow-up action required

Time of adjournment and notice of the nextmeeting date, time and location (if any)


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Make documents inviting to

readOverall appearance

Margins

Type Size

Boxing

Typeface

Chunking

Overall length

Short paragraphs

Short sentences

Short words


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Example Ground Rules

Arrive and start on time

Be Prepared

Everyone Participates

Stick to the Agenda Focus Discussion on Agenda Topics

Listen to Understand

Respect different View Points End on Time


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Example Ground Rules

No side bar conversations.

No interruptions.

Turn cell phones off. Work towards group goals.


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MEETING PREPARATION

Continuous Cycle

Preparation

Conducting a meeting

Follow-up to meeting


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WHY MEETINGS ARE

CONSIDERED A WASTE OF

TIME?


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MEETINGS WILL BE ALWAYS SUCCESSFULIF WE ALL ADHERE TO FOLLOWING :

You should always know the time it starts

Do not forget the main reason of the meeting

Praise in Public, Criticize in Private

Do not convene meeting outside normal

officialbusiness hours


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Do not use group pressure to come to your

conclusions Do not use meetings to destroy others careers

Do keep the personal and the corporate distinct

Try to remember that the best model formeetings is democracy, not monarchy

Always prepare a clear agenda and circulate it

beforehand

Terminate a regularly scheduled meeting when

its purpose for being no longer exists

business etiquettes 3

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