final bc

8/8/2019 Final Bc

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Submitted By:-

Alexander Maurya - 145

Meenakshi Nigam - 19

Parambir Singh - 141

Shweta Gulati -143

Siddharth Mehrotra - 139

8/8/2019 Final Bc


Flow of presentation About meetings

Types of meetings

Before, during and after meeting

Dos and don'ts of meetings

Types of meetings

Meeting Agenda

Meeting Room

Chairing a meeting

Meeting etiquettes

Article

Conclusions

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What are meetings?

A meeting is a gathering of two or more

people that has been convened for the

purpose of achieving a common goal through

verbal interaction, such as sharing information

or reaching agreement.

- U.S. Bureau of Labor Statistics

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Why have meetings?

To solve a problem

To make a decision

To develop a plan

To gather or convey information

To get a response to information

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Preliminary Thoughts

Who likes a meeting«

Without a clearly defined agenda

That seems to drag-on forever

That rambles from topic-to-topic

That ends without any apparent result?

These types of meetings are Frustrating

A waste of one of the most valuable

resources of any organization ±time.

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Types Of Meetings

Formal or Informal ± With agenda, rules of procedure, minutes or

± Casual and relaxed - structure but nothing

written

Planning

± To prepare or evaluate a plan

± To seek information

Reporting

± Progress to date

± Providing information or status reporting

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Contd

Administrative Regular Staff Meetings

Monthly Executive Committee Meetings

Decision

Brainstorming

Combinations

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Preparation for the meeting

Ensure that all of the essential elements are

noted

Prepare an outline based on the agendaahead of time

Prepare a list of expected attendees

To be sure about who said what, make a mapof the seating arrangement

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Minutes Of Meetings

Ensure that all essential elements are noted

Prepare a list of expected attendees

Just include the main points discussed andtake enough notes to summarize it later

Include minutes of previous meetings,if

essential Concise and Coherent

Plan of action

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Meeting Agenda

Meeting start time

Meeting end time

Meeting location

Topic headings

Include some topic detail for each heading

Indicate the time each topic is expected to last

Indicate which meeting participants are

expected to be the main topic participants

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Bell Shaped Agenda

Purpose of the Bell ShapedAgenda is to structure events

around the group·s energy andattention. The first few items helpthe meeting participants towork as a group on easy items

before they tackle more difficultitems.

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Bell Shaped Agenda

Item 1: Minutes

Item 2: Announcements

± non-controversial ± short

± example: upcoming events

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Bell Shaped Agenda

Item 3: Easy Item

± More than one item may be included inthis section, but should not be

controversial

Item 4 & 5: Moderate-Hard & Hardest Item Why in the middle?

Attendance: late comers have arrivedand early-leavers have not left. Attention: focused on meeting by this

time, not yet concerned with nextappointment.

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Bell Shaped Agenda

Item 6: For Discussion Only ± Will often be presented as Item 5:

Hardest Item at subsequent meeting for

vote or decision.

Item 7: Easiest Item ± End of this meeting is the beginning of

next meeting. ±End on positive note of agreement and

encouragement. ±Good time for member recognition.

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Meeting Room

Space matters! Members must be able to easily see

one another .

Room should be comfortabletemperature.

Adequate space for planners,notebooks, or laptops

People should be able to hear thediscussion easily.

If it is a large group, the meeting¶sfacilitator should consider standing.

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Meeting Room Arrangements Theater Style

± Leader has great power by position. ± Participation and interruption by

audience is limited.

U-Sh

aped Style ± Equality of membership.

± No doubt of who the leader is.

± Good visibility for visual aids.

Circle Style ± Democratic: equality is stressed.

± Great visibility by participants.

± Obvious body language.

± Excellent participation.

X

X

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Before The Meeting

Define the purpose

Develop an agenda

Distribute the agenda and circulatebackground material

Choose an appropriate meeting time

Room with proper seating arrangement Use visual aids

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During The Meeting

Great members and make them feel welcome

Serve light refreshment

Start and end on time Review the agenda and set priorities

Stick to the agenda

Encourage group discussion

Encourage feedback

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Contd

Keep conversation focused on the topic

Keep minutes of the meeting for future

reference Summarize the agreements reached and end

the meeting on a unifying and positive note

Set the date, time and place for the nextmeeting (If required)

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After The Meeting

Distribute minutes of meeting within 2 days

Discuss any problems with the other offices

Follow-up on delegation decisions Give recognition and appreciation

Put unfinished business on the agenda for the

next meeting

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Why do meetings fail?

83% ± drift from the subject 77% ± poor preparation

68% ± lack of listening

62% ± verbose participants 60% ± length

51% ± lack of participation

From Achieving Effective Meetings Not Easy But

Possible, Bradford D. Smart in a survey of 635

executives.

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Effective Meetings

What people are looking for in effectivemeetings

Á:

88% ± participation

66% ± define the meeting¶s purpose

62% ± address each item on the agenda

59% ± assign follow-up action

47% ± record discussion

46% ± invite essential personnel 36% ± publish an agenda

Á From GM Consultants, Pittsburgh, PA 1993

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Conducting a productive meeting

Set up the meeting room to encourage anopen exchange

Post the agenda in visible place

Start meeting on time

State meeting purpose

Publish the agenda

Assign follow up action

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Chairing A Meeting

Impartial

Assertive

Staying on course

Summarizing

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Tips of meeting Etiquettes

Dress professionally for the meeting When invited to a business meeting, be sure

to reply

Be punctual Keep eye contact

Avoid cross talk

Listen carefully

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Contd

Ask relevant questions

Come prepared with pen and paper

Dont interrupt the speaker

Silence your electronics, for example cell

phones and pagers

Dont fidget ,tap your pen or play with your

fingers.

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Virtual Meetings

A business discussion that is conducted via

internet broadcast, videoconferencing, email,

or a similar mode.

- American Psychological Association

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Types of virtual meetings

Teleconference

Videoconference

Webconference

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Face to Face Vs Virtual Meeting Cost

Time

Trust

Touch

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Harvard Business Review

Face-to-Face Meetings and GrowingImportance Of Virtual Meetings

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Introduction

Written by Jay Boehmer

2,300 business leaders

In the U.S., Europe and Asia

Tries to ascertain the importance of

face-to-face and virtual meetings.

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Meeting new Clients

79% of respondents claim that

in-person meetings are the most effective

way to meet new clients to sell business

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Breaking languages and cultural

backgrounds

93% said In-person meetings are

helpful when negotiating with people from

different languages and cultural backgrounds

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Stronger business relations

95% said In-person meetings allow

me to build stronger business relationships

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Sealing the deal

89% said such face-to-face

interaction is essential for sealing the deal

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Time Efficient

71 % said Virtual meetings and

teleconferences are more time-efficient

than face-to-face meetings

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Effectiveness of Virtual Meetings

20% said you can achieve the same

results with virtual meetings

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Conclusions

Therefore, we conclude from the article, that

in majority of the circumstances, in todays

world, face-to-face meetings are more

effective than virtual meetings. But we cant

ignore the fact that the technology is

developing at an incredibly fast pace which is

leading to an increase in the effectiveness andefficiency of virtual meetings and hence,

virtual meetings should have a bright future.

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Final Thoughts

Praise! Praise! Praise!

Praise people twice as much as youcriticize.

Never let any good deed or action gounheralded in the group.

Say thank you publicly at every meeting.

Recognize the value of peoples¶contributions at the beginning or withinthe meeting.

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Plan. Plan. Plan.

Meeting design is the Number 1

mechanism for effective meetings.

For each agenda item, make sure the

group is clear about the goals,

processes, and functions.

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Never, Never, Never, attempt to compose,

draft, or edit a report or document in

committee!

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THANK YOU

final bc

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