MANAGING MEETINGS
MANAGING MEETINGSDR SMRITA SINHAAMITY BUSINESS SCHOOL
Reasons for meetings to be held.Meetings are a regular part of
organizational life, especially if you are a member of a
team.Sharing informationSolving problemsPlanningProviding
updatesFeedback meetingsFeedforward meetings- where participants
look ahead, instead of looking towards the past- discuss schedules
for the immediate future and coordinate activities.
Planning meetingsStart with the objectiveMake sure you need a
meeting.Identify key participantsDistribute an agenda and
information in advance.Choose an appropriate setting
Outline for the meeting agendaDate Start and end
timeLocationCall to orderRoll CallApproval of Last Meetings
MinutesChairpersons ReportCommittee ReportOld BusinessNew
BusinessAnnouncementsAdjournment
Developing meeting agenda
Answer the questions- when people receive your agenda, they will
have questions about the meeting. Where will the meeting be held?
When it is scheduled?... A well written agenda answers all these
questions.Establish definite start and end times- shorter meetings
yield better participation.Organize the topicsList estimated time
for each agenda item.Circulate the meeting agenda in advance.
Scheduling meetingsAvoid conflicting events and schedulesUse
scheduling software to find times when most participants are free
instead of going from office to office.Avoid the dead zones-
certain times of the day are dead zones- periods when most people
are not at their best (Monday mornings).Use mornings and afternoons
properly.
Concluding meetings and creating action plansSummarize the
discussion and decisionsIdentify specific actionsAssign
responsibilitySet deadlinesFollow up
