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Business Meetings
Types of meetings
• Board meeting
• Standing meeting
• Public meeting
• Impromptu meeting
• Video conferencing
• Small informal meetings
Three Perspectives
• PREPARING FOR A MEETING
• PARTICIPATING IN A MEETING
• CHAIRING A MEETING
PREPARATION
PURPOSE:
• Giving Information
• Issuing instructions
• Addressing grievances
• Taking decisions
• Generating ideas
• Presenting proposals
Questions to ask your self
• Be sure of the end result of the meeting
• Decide what contribution the attendees will make- information, consensus, authorizing , support
• Inform the relevant people - agenda , date , time, venue, and other details
• Send background papers if necessary
Prototype Agenda
Committee meeting agenda6th July 2004, 11a.m.Green room
1.(11.00) Appoint chairperson2. ( 11.15) Apologize for absence3. (11.30) Approve minutes of last meting4.(12.00) VRS plans5.(1.00) Any other issue6. (1.30) Next meting plans
VENUE KEY ADVANTAGE
Your office References at hand
Subordinates office Boosts morale
Onsite conference Gives privacy
Conference center Facilities available
Out of town venue Glamour, creative space, ( costly
Restaurants Not for detailed work
• If there is an important meeting in an unfamiliar place always keep time to familiarize yourself with the new surroundings . If possible visit a day earlier
Seating
FREEConfronting
Hierarchy
AT THE VENUE
• Audio visual aids
• Writing aids
• Refreshments
• Comfortable environment
Planning for participation
• Do background research
• Contact others to build rapport understand undercurrents
• Identify supporters and opposition
• Problem creators
• Lobby & canvass
• Prepare BATNA
Being Seen & heard
• Well Groomed
• Good preparation will give confidence
• Work on appropriate body language
• Support points with facts and data
• Loud clear voice
• Apologies, congratulate and assert if needed
• Avoid long winded speeches
What to do when others speak
• Maintain eye contact
• Do not whisper & fidget
• Supportive body language
• Make notes
• Observe the non verbal cues
Weaknesses of the Chairperson
• Bias
• Indecision
• Manipulation
• Anger
Taking minutes
• Date & Venue
• Names of attendees
• Absentees
• Points addressed and conclusions
• Summary
• Date of new meeting
Be short and crisp in your writing
About Minutes
• Make sure the chairperson approves of the minutes
• Distribute with a day or two to members
• Signature of the chairperson and recorder
CHAIRING A MEETING
• Responsible for the outcome of the meeting
• Repeat and paraphrase conclusions that have been reached
• Expel people who disturb
• Sum up and conclude
Personal Skills of Chairperson
• Firm & assertive
• Ability to summarize
• Flexible & open
• Fair
• Dealing with blocking behavior
• Ensuring all attendees contribute
• Research on attendees
Understanding tactics-1
PARTICIPANT CHAIRPERSON
Divide and rule 0 pass conflicting information to some attendees before the meeting
Recap fact , find out the source before the meeting . During the meting re-establish facts and clear misapprehensions
Understanding tactics-2
PARTICIPANT CHAIRPERSON
Domination- Using loud voice , interrupting, and trying to intimidate the confidence of others
Challenge the aggressor- and insist on cordial behavior
Understanding tactics-3
Participant Chairperson
Time Waster- speak at great length, side tracks issues, brings in irrelevant topics
Avoids eye contact, with the potential , and snub if necessary
Understanding tactics-4
Participant Chairperson
Anger- some people use it as a tactical weapon to halt discussion and have the meeting adjourned
Stay calm- and expel if necessary
Understanding tactics-4
Participants Chairperson
Excuses- I forgot, that was not my responsibility
Remind the person of the responsibility , and appoint some one to supervise the person – or transfer the responsibility o some one
Legal
• Legal procedures are available o regulate the meting so to chairperson should be familiar with them
STEPS IN CHAIRING THE MEETING
• Open formally• Sign register• Approve minutes• Deal with routine matters• Propose motions• Deal with discussion• Pass resolutions• Close formally
Handling problems using formal procedures
• Lack of Quorum- Adjourn , reconvene on a new date
• Disruptive Participants – Obtain consent of other member before eviction
• Walk out by chairperson- appoint a new person by the members immediately
THANKS
Dr. Mala Sinha
Faculty of Management Studies