Effective business meetings

LECTURE PLAN
Reasons for having a business meeting
Meeting types and alternatives
Preparation for a meeting
Main functions fulfilled at a business meeting

Reasons for having a meeting
Interaction is necessary
A group solution is needed
Team-building
Information

Business meeting types
Statutory meetings (on a set time pattern; work on a regular basis; clear agenda)
Ad hoc or special meetings (no regular pattern; called to respond to a specific issue or problem; no formal agenda)
Support meetings (called to deal with stressful personal or human situations, or to create or revitalize high morale)

Alternatives to meetings
Put it in writing (letters, memos)
Telephone
Fax transmission
E-mail
Videoconference
One-on-one exchange

Common pitfalls leading to a failure of a meeting
Too many participants
Wrong participants
Unequal participation
Fear of attack
Inadequate preparation
Lack of focus
Topic and authority do not match
Poor meeting environment
Wrong time

Preparation for a meeting
Identify the purpose of a meeting
Decide who will take part in a meeting
Prepare the agenda of a meeting
Consider structural and environmental factors (time, place, seating arrangements)

Key functions at a meeting
Chair the meeting
Facilitate the process of the meeting
Record the results
Active participation

Leading the meeting
Notify all participants about the meeting
State the purpose of the meeting clearly, but not in a bossy way
State an estimated time for adjournment
Use informal rules of order
Conduct the meeting by using commonsense methods
Use visual aids to show everyone the major ideas discussed thus far
Keep the meeting moving its goals
Work towards consensus, not confrontation and early votes
Thank all participants for attending the meeting
For your own growth as a chair, tape-record several meetings.

Facilitating the Meetings
Keep the group focused on the task at hand by suggesting procedures,
Protect group members from attack,
Make sure everyone has a chance to speak.

Participating in meetings
Contribute information
Show that you listen to others
Notice nonverbal reactions
When appropriate, suggest positive alternatives
Praise whenever possible
Use your social skills.