©ncc education limitedv1.0 communications for business lecture 8: business meetings

©NCC Education LimitedV1.0

Communications for Business

Lecture 8:

Business Meetings

Business Meetings Lecture 8 - 8.2


Learning Objectives• Understand the role and purpose of meetings

• Appreciate the different roles of members of meetings

• Understand how to document a meeting

• Understand the pros and cons of technology enabled meetings



Introduction• Meetings are used extensively in business

• Meetings are an opportunity to share ideas and give and receive information

• But they need good record keeping …



Formal Meetings

• Informal discussion is okay – but there is often no record of what has been said

• Formal meetings are “ritualistic” – but the rules are intended to make things run smoothly



Types of Formal Meetings

• Staff meetings• Management team meetings• Inter-departmental meetings• Board meetings• Committee meeting• Plus lots of others …



Membership – 1 • Important to make sure the right people are invited

to the meeting – need a membership “list”• The record of the meeting (Minutes) records

attendees and absenteeism• If you are unable to attend a meeting you should

send your “Apologies” in advance to the “Secretary” (person who is responsible for the paperwork associated with the meeting)



Membership – 2

• The “Chair” is the person who controls the meeting • Role is to ensure the meeting runs smoothly• Ensures everyone gets a chance to speak• Keeps the discussion on track• Handles conflict• Ensures all agenda items are covered correctly and

in sequence



Agenda• People need to know in advance what the meeting

will be about• What points will be covered, etc.?• The agenda lists the time and place of the meeting• It also lists the items to be discussed and the order

in which they are to be discussed• The Chair is normally responsible for putting

together the agenda



Agenda - Example

Adapted from : http://www.nutritionsociety.org/documents/AGM2007Agenda.doc

Nutrition Society MeetingSt Enoch SquareGlasgowMay 21 2010: 13.00 – 14.00

AGENDA

1. Welcome2. Apologies3. Minutes of previous meeting (approval &

corrections)4. Matters arising from previous minutes5. Revised rules for Scottish Section (see attached

documents)6. Newsletter in Gazette 7. Any other business8. Date & time of next meeting



Papers

• Papers are used to support a meeting’s discussion• Where the agenda item is complex or important,

supporting papers may need to be created and distributed in advance of the meeting

• The aim is to help the meeting run smoothly, more quickly and give members as much information as possible in advance



Preparation• Members need to prepare in advance of the

meeting• Read the agenda – know where to go and when• Understand what is to be discussed• Read any supporting papers in advance of the

meeting• Be prepared!



Discussion In Meetings – 1

• The Chair is responsible for the progress of the meeting

• Members need to signal to the chair if they wish to speak

• Language used and the “style” varies from meeting to meeting – depends on the degree of formality



Discussion In Meetings – 2

• Basics of talking and listening apply in all meetings• Avoid emotions and make sure everyone gets to air

their views• Be open-minded and prepared to change your

point of view if a good counter-argument is raised• Be professional!



Minutes of Meetings – 1

• In addition to logging who is present and absent, minutes include:

– Basic reasons for a decision– Actions agreed on– Responsibility for actions



Minutes of Meetings – 2 • Minutes are circulated to members soon after the

meeting has concluded• Inaccuracies and omissions can be made and

approved at the next meeting (this is normally a standing agenda item)

• Thus minutes are an agreed record of decisions• Hence minutes are important documents for

organisations



Class Activity Work in groups of about 5

Why is it important to send an ‘agenda’ out in advance of a meeting? … and why is it important to keep ‘minutes’ of the meeting?

10 minutes

Feedback to the class

5 minutes



Technology Enabled Meetings – 1 • When work groups are geographically dispersed it

may not be possible to meet “in person”

• “Virtual” meetings are becoming more popular and more common

• This is nothing new – the telephone is over 100 years old!



Technology Enabled Meetings – 2 • Sometimes several members can meet together

and only one or two are “virtual”

• For larger meetings where everyone is “virtual” good ground rules are needed

• How to ensure everyone gets a chance to speak – and people only speak one at a time!



Technology Enabled Meetings – 3 • Instant messaging (SMS) is an easy way to

communicate quickly – but is generally only used for one-to-one meetings

• Web conferencing is becoming more popular• For example “GoToMeeting” in the UK – see

http://www.gotomeeting.co.uk/fec/global/web_conferencing?c_name=google&c_mark=online_meetings&c_prod=g2m/sf/701000000005L6u/



Technology Enabled Meetings – 4 • Skype is another popular method of communicating

over the web, see: http://www.skype.com/intl/en-gb/features/allfeatures/skype-to-skype-calls/

• Again – mainly used for one-to-one meetings

• Can be just voice, or voice and video



Technology Enabled Meetings – Advantages• Organisations are able to have meetings easily

between branches that are geographically dispersed

• May be cheaper than conventional meetings - organisations save on travel and hotel costs

• Meetings can be organised at short notice (perhaps!)

• Meetings do not require large rooms or dedicated furniture, e.g. “The Boardroom”



Technology Enabled Meetings – Disadvantages – 1

• Participants require suitable hardware, software and Internet access

• Poor technology or inadequate training using the technology will undermine its success

• Suitable facilities are needed: cameras, microphones, monitors, computer keyboard, mouse, etc.



Technology Enabled Meetings – Disadvantages – 2

Moving from in-person meetings to web meetings must be well managed, it is a big “culture” change

Web meetings are not suitable for all types of meeting:

• Human contact plays an important role in relationship building with other people and should not be underestimated

• Sometimes there is no substitute for face-to-face contact



Technology Enabled Meetings – Disadvantages – 3 • Different time-zones can cause problems when

trying to arrange an online meeting with a colleague across the globe

• Different cultures have different attitudes towards how meetings should be organised and run

• How many more issues can you think of … ?



Class Activity Work in groups of about 5

“Electronic mediated meetings will never fully replace the need to meet in person.” Agree, or disagree? Justify your answer.

10 minutes

Feedback to the class

5 minutes



Conclusions

• Formal meetings are a vital “tool” for organisations – they create a permanent record of what was discussed and agreed

• Meetings need good organisation, effective management and excellent record keeping

• Electronic mediated meetings are becoming more popular

• BUT sometimes only a face-to-face meeting will do…



References• Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT

Prentice Hall, ISBN: 978-1405840873

• Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN: 978-0230573055

• Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN: 978-1405840736

• Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN: 978-0273730712



Lecture 8 – Business Meetings

Any Questions?

©ncc education limitedv1.0 communications for business lecture 8: business meetings

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