Download - Coordinating a Business Meeting
Coordinating a BusinessMeeting
Suzanne Stear
BTST 542
November 14, 2012
ObjectivesEffective coordinatingCreating an agendaInviting guest speakers – (role playing)Informing attendeesPublisher calendar
ElementsTime Frames
Unorganized and Ineffective
Who? What?
Where? When? Why? How?
Effective Coordinating
What is coordinating?
To organize something complexNumerous people are involvedBring their contributions togetherForm a coherent or efficient whole
Agenda
Handout – Example and non-example
Appropriate communication - 5 main elementsProfessional appearanceRevisions
Inviting Guest SpeakersInternal guest speakers - email or phone
Handout – email exampleExternal guest speakers – phone
Role playing examples – Unprofessional vs. Professional
I V F N – Inform, Verify, Forward Agenda, Notify
Informing AttendeesEmail to attendees –
Handout – email exampleVideo - YouTube – Coordinating a Business MeetingDistribution list saves time
To inform if not attendingTrack – send materials
I V N – Inform, Verify, Notify
PublisherIncorporate 3 coordinating elements into calendarDevelop time frames for each element
AssessmentQuiz – handout – turn in 11/28/12 Email Publisher calendar assignment – [email protected]
Publisher AssignmentCalendar Elements:
October thru December 2012 – for 12/4/12 meetingList Agenda, Inviting Guest Speakers, and Inviting attendees
Time Frames:10/5/12 - Inviting external guest speaker Mr. Smith by phone11/1/12 - Begin creating agenda 11/1/12 – Invite attendees via email to verify by 11/15/1211/15/12 - Confirm with Mr. Smith email, forward agenda to him 11/16/12 – Track verifications of attendees (attending/not attending)12/5/12 – Send out non-attendees information (agenda and handouts)
Effective coordinating skills Trial and error Share skills learned
Quality is never an accident.By, John Ruskin
Conclusion