Business meetings

business meeting

1. BUSINESS MEETINGS

2. Meetings Need Importance Planning Meeting notice Agenda Minutes CONTENTS

3. Meetings According to Oxford dictionary, “A meeting is an occasion when people come together to discuss or decide something.’’

4. Need of business meetings To make decisions To exchange information To announce changes To make negotiations To resolve conflict To solve problems To review and inform progress To celebrate success To interact with external stakeholders To convey organizational vision, mission and operational plans

5. Planning of meetings Success based on attitude and leadership of chairperson . Determine the meetings purpose . Make sure meeting can fulfil your purpose . Draw up an agenda . Schedule the meeting.

6. Importance of meetings More productive and no waste of time . More influential and effective . Meeting agenda will improve planning process . Information sharing, strengthens interpersonal bonds, communication and team work Maintaining by encouraging and harmonious relationships . Motivation . Main key “SUCCESS”

7. Meeting Notice A notice of meeting is a formal document which states about a meeting to be held and informs the attendees about all the details of the meeting.

8. Conditions to satisfy It should be under proper authority It should state the name of the organization It should state the day, date, time, and place. It should be well in advance. It should state the purpose and, if possible, the agenda It should carry the date of circulation and convener’s/secretary’s signature It should go to all persons required at the meet

9. Agenda of meeting Outlines the content of forthcoming meeting Prior to the meeting, an agenda is prepared and circulated to all members. Enables participants to mentally prepared themselves for meeting Agenda , usually prepared by secretary in consultation with chairperson & signed by secretary. Contents of agenda can change with consent of members.

10. An agenda contains: Name of organisation Date, time, location List of expected attendees Brief of previous meeting Objective & purpose of meeting  mostly  information sharing , discussion, decision making Matters to be discussed Time budget Signature of authority

11. Minutes of meeting Formal record of proceedings of meeting F ormat varies Generally it includes : Name of organisation Name of the document Venue , date, time List of people present and absent Approval to earlier minutes Issues raised , its responses , decisions taken & deadlines for decisions to be implemented Next meeting announcement Closing time Scribe’s signature & initials

12. References http:// www.yourarticlelibrary.com Business communication – Monipally Effective business communication – Asha Kaul

13. Any Questions?

14. Thank You …