Effective Business Meetings

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Effective Business Meetings

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Effective Business Meetings

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Aim of publicationTo introduce the reader or the learner to the concept of conducting business in an effective manner





After developing the KeyPoints outlined in this publication, you should mainly be able to:☺ Plan Effective Business Meetings☺ Lead Effective Business Meetings☺ Participate Effectively in Business Meetings

Learning Objectives





☺ Planning Effective Business Meetings☺ Leading Effective Business Meetings☺ Participating Effectively in Business

Meetings

Effective Business Meetings - Sections list




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Effective Business Meetings – Highlights☺ determining whether or not a meeting

is needed.☺ selecting the appropriate participants

for an information-reporting meeting.☺ selecting the most effective meeting

time.☺ choosing the ideal location for a

business meeting.☺ preparing the meeting location.☺ conducting ice-breakers.☺ …

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Effective Business Meetings – Highlights

☺ …☺ employing techniques to finish the

meeting on time.☺ conducting an orderly meeting.☺ avoiding groupthink.☺ conducting a problem-solving meeting.☺ managing meeting participants




Planning Effective Business Meetings – Summary☺ If you are in a business that has

meetings, you know how much time is spent in them.

☺ A recent survey of 2000 business leaders indicated that managers spend over fifty percent of their time in meetings.

☺ That same study indicated that managers felt that about one third of those meetings were unproductive.

☺ The KeyPoints will present you with information that will help you improve the quality of your meetings.

☺ It will help you develop strategies necessary for preparing effective business meetings, by carefully considering the importance of all the components of the meeting, including people, place, purpose, time, agenda, and atmosphere.




Planning Effective Business Meetings – Highlights☺ Planning Business Meetings: Key

Considerations☺ Establishing the Agenda for Business

Meetings☺ Preparing for Success in Your Business

Meetings




Planning Effective Business Meetings: Planning Key Considerations ☺ identify the benefits of being thorough

when planning a business meeting. ☺ identify whether a meeting is needed,

in a given example. ☺ recognize the appropriate type of

meeting, in a given scenario. ☺ choose who should attend a meeting

based on the meeting type, in a given scenario.

☺ identify the most effective time to have a meeting, in a given scenario.

☺ choose an ideal location for a business meeting, in a given scenario.

☺ characterize the interactionist perspective of conflict.




Planning Effective Business Meetings: Establishing the Agenda☺ identify the benefits of preparing an

effective agenda.☺ identify the effective objective, in a

given scenario.☺ choose the best agenda for a meeting,

given a scenario.




Planning Effective Business Meetings: Preparing for Success☺ identify the benefits of preparing the

meeting's site, participants, and follow-up.

☺ recognize three ways to prepare participants.

☺ choose the ideal meeting environment in a given scenario.

☺ identify the items that should be prepared in advance to aid in the follow-up.




Leading Effective Business Meetings – Summary☺ Since there are more than 11 million

meetings held every day in the United States, there is a good chance that your life is full of meetings.

☺ There is a general agreement among business professionals that most meetings are not well run.

☺ They often waste your time, drain your energy, seem to have no purpose, and bear few positive results.

☺ Are you tired of attending meetings like this? Are you tired of your meetings ending up like this?

☺ These KeyPoints will teach you how to make your meetings more successful by providing the tools and information that are necessary to lead an effective meeting.




Leading Effective Business Meetings – Highlights☺ Making the Most of Your Time During

Meetings☺ Tools for Effective Meeting Leaders☺ Leading Various Types of Meetings




Leading Effective Business Meetings: Making the Most of Your Time During Meetings

☺ recognize the benefits of understanding how to use time effectively during business meetings.

☺ identify techniques for finishing a meeting on time.

☺ identify examples of what a leader should say during the phases of a meeting.

☺ match types of questions that encourage participation during a meeting to examples of when they should be used.

☺ ask appropriate questions to encourage participation during a given meeting.

☺ recognize the tips for avoiding groupthink.




Leading Effective Business Meetings: Tools for Effective Meeting Leaders

☺ recognize the benefits of understanding how to use tools for leading a meeting.

☺ identify reasons for using icebreakers during a meeting.

☺ recognize the importance of rules of order.

☺ match types of audiovisual equipment to the circumstances under which they should be used.




Leading Effective Business Meetings: Leading Various Types of Meetings

☺ recognize the benefits of knowing how to lead various types of meetings.

☺ identify guidelines for leading a virtual meeting.

☺ match decision-making techniques to examples of circumstances under which they should be used.

☺ determine the appropriate decision-making technique to use in a given scenario.

☺ identify the steps for guiding a group through a problem-solving meeting.

☺ apply the steps for guiding a group through a problem-solving meeting, given a scenario.




Participating Effectively in Business Meetings – Summary☺ A meeting is a gathering of people to

present or exchange information, plan joint activities, make decisions, or carry out actions already agreed upon.

☺ Almost every group activity or project requires a meeting, or meetings, of some sort.

☺ Knowing how to hold efficient and effective meetings can help make projects successful.

☺ In a good meeting, participants' ideas are heard, decisions are made through group discussion and with reasonable speed, and activities are focused on desired results.

☺ …




Participating Effectively in Business Meetings – Summary

☺ …☺ Good meetings help generate

enthusiasm for a project, build skills for future projects, and provide participants with techniques that may benefit them in their future careers.

☺ As a chairperson, a secretary, or a group member, it is crucial to your meeting's success to know what your role is during a meeting.

☺ By knowing your duties, you can effectively assume one of these roles and help to attain success during your meetings.




Participating Effectively in Business Meetings: – Highlights☺ Responsibilities of the Chairperson☺ Responsibilities of the Secretary☺ Responsibilities of the Members




Participating Effectively in Business Meetings: Responsibilities of the Chairperson

☺ recognize the importance of understanding the role of the chair.

☺ recognize the techniques for managing the discussion of issues.

☺ manage the discussion of issues, in a business meeting example.

☺ match the strategies for managing people to examples.

☺ use the strategies to manage participants in a simulated business meeting.

☺ recognize the steps for managing time.☺ effectively manage time in a simulated

business meeting.




Participating Effectively in Business Meetings: Responsibilities of the Secretary

☺ recognize the benefits of understanding the responsibilities of the secretary.

☺ identify the activities that the secretary can perform prior to a meeting.

☺ match the principles for taking minutes to their characteristics.

☺ effectively apply the principles for taking minutes for a simulated business meeting.

☺ identify the elements required to effectively prepare the minutes of a business meeting for distribution.




Participating Effectively in Business Meetings: Responsibilities of the Members

☺ recognize the importance of understanding the role of the members.

☺ identify strategies to fulfill the members' role to help keep a meeting on track.

☺ identify how members should prepare for a business meeting.

☺ identify the strategies that will help group members to actively participate in a business meeting.

☺ apply effective participation guidelines during a simulated meeting.





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