planning meetings

7/27/2019 Planning Meetings

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BYANIK ANDIYANI, S.Pd, M.Si

PLANNING

MEETINGS


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LEARNING OBJECTIVES Identify types of bussiness meetings

and appropiate formats for for various

situations

Describe meeting responsibilities of

executives, leaders, administrative

assistants, and other participantas

Complete duties for an administrativeassistant that are related to meetings

Develop conflict resolution skills


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

MEETINGS IN THEWORKPLACE

Board of Directors Meetings

Staff Meetings

Committed/Task ForceMeetings

Project Team Meetings

Customer/ Client Meetings

Internationals Meetings


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

MEETING IN FORMATSFace to face Meetings

Audio Conferences

Video Conferences

Web Conference

Advantages and

Disadvantage of Remote

Conferences


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

MEETINGRESPONSIBILITIES

1. Executives

Responsibilities

2. Leaders

Responsibilities

3. Participants

Responsibilities

4. Administratives

Proffesionals

Responsibilities


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings


1. Executives

Responsibilities

Determine the purpose the

meeting

Set the objectives

Determine who shouldattend

Plan the agenda

Establish the time andlace


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings


2. Leaders

Responsibilities

Follow the agenda

Manage time

Encourage participation

Facilitate reaching

decisions

Evaluate the meeting


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings


3. Participants

Responsibilities

Before the meeting

During the meeting

After the meeting


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings


4.Administratives

Proffesionals

Responsibilities

Confirm the date and time

Select and prepare the

roomDetermine the seating

arrangements

Prepare the meetinga enda


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings


5.Administratives

Proffesionals

Responsibilities

Prepare the meeting notice

Prepare materials of the

leaderPrepare materials for the

participants

Order equipment


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

CONFLICT RESOLUTION1. Do not react too quickly. Many

times individuals act too quickly

when a conflict occurs. Step

back, collect your thoughts and

try to see the situation as

objectively as possible

2. Identify what is causing the

conflict. Is it the power,

resourses, recogmition oracceptance. Many times our

needs for these items are at the

heart of the conflict


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

CONFLICT RESOLUTION3. Create a safe environtment.Establish a neutral location and

a tone that is accepting of the

other persons view and feelings

4. Ask questions to determine

what the other person needs or

wants. Be willing to listen to the

other person. If you do not

understand what the otherperson is saying, parapharase

what you think you hear and

ask for clarification


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

CONFLICT RESOLUTION5. Identify points of agreement. Workfrom these points first. Then

identity the points of this

agreements

6. Separate people from the issue.When the people and the problem

are considered together, the

problem becomes difficult to solve.

Talk in specifics rather than

general terms

7. Do not seek to win during a

confrontation. Negotiate the

issues, and translate the

negotiation into a lastinga reement that is ositive for all


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

SUMMARY

A meeting may be held in one

various formats, such as face to

face, audio conference, video

conference, or web conference

Executive, meeting leaders,meeting participants, and

administrative proffesionals all

have particulars duties related to

meetings

An agenda is a document that list

the topics to be disscused at a

meeting. The agenda should be

distributed to meeting participants

before the meeting


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MEETINGS IN THE

WORKPLACE

MEETING

FORMATS

MEETING

RESPONSIBILITIE

S

CONFLICT

RESOLUTIONS

SUMMARY

Planning Meetings

SUMMARY The administrative proffesional

may be asked to take notes

during a meeting and to

prepare the minutes (a record

of a meeting) after the meeting

A conference is much larger in

scope and has more

participants than a meeting.

A succesful administrative

proffesional uses conflict

resolution skills to interact with

managers, cowokers and

clients is in a productive

planning meetings

Documents