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HR Communication
Meetings
and
Conferences
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Agenda
MeetingsMeetings
PurposePurpose
PlanningPlanning
LeadershipLeadership
Strategic issuesStrategic issues
EvaluationEvaluation
MinutesMinutes
ConferencesConferences
PurposePurpose
PlanningPlanning
ConductingConducting
Video conferencingVideo conferencing
Web conferencingWeb conferencing
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Business meetings - purposes
To share information
To collaborate review, evaluate, discuss, decide
Toachieve andmake impact
To buildand share a common reality
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Business meetings - planning
Be clearwith objectives : specific objective
Create an agenda : business to be transacted
Prepare in advance : data, steps, details to be
collected, strategies to control, time, venue,
participants, equipment
Plan, discuss andassign roles : facilitator, recorder,
leader, participant , time-keeper
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Business meetings - Leading
Start on time
Opening remarks : get attention, objectives
Participation : balanced
Agenda : maintain the sequence
Closing : summarize important points, specify follow
upactivities
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Business Proposals strategic issues
Decide whethertomeet / not tomeet
Non-verbalmeans
Controlorcollaboration
How to handle confrontation
Reaching rapid consensus
Integrate with more parts of the organization
Consensus with leaderas time-breaker
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Business meetings - evaluation
Assess the success
Whetherobjectives met
Attendance
Were participants wellprepared
Did they contribute constructively
How smooth the meeting was
Suggestions for improvement
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Business meetings - minutes
Recordof the business transacted
Integralpart
Helps in post-meeting review
Records important points ofdiscussion anddecisions
To be circulatedamong participants before next
meeting
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Business conferences - purpose
Coordinate activitiesBuildmorale
Secure agreement
Brief staff / clients
Solve problems
Exchange information
Initiate policy
Product launching
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Business conferences - planning
Understand the objectives
Thinkofa suitable theme
Decide the prospective participants
Estimate the cost
Decide the financial support
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Business conferences - conducting
Date and time
Attendees
Conference content
Venue- facilities
Accommodation
Budget
Feedbackand follow up
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Video conferencing
Effective way to shareEffective way to
sharelimitedresourceslimitedresources
Reduce travelReduce travel
expensesexpenses
Increase overallIncrease overallproductivityproductivity
Location of cameraLocation of camera
Practice / be familiarPractice / be familiar
with equipmentwith equipment
Use voice and body
Use voice and body
effectivelyeffectively
Dress appropriatelyDress appropriately
Format the slidesFormat the slides
Maintain faceMaintain
face--toto--facefaceconnectionconnection
Light the spaceLight the space
BreakoftenBreakoften
Be comfortableBe comfortable
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Web conferencing
Keep it simple
Keep it simple
Keep it shortKeep it short
Get off toa quick startGet off toa quick start
Askrelevant questionsAskrelevant questions
Use a specialistUse a specialist
Complete preComplete pre--flightflight
checkschecks
Start with the phoneStart with the phone
Keep slides simple
Keep slides simple
Plan ahead forsoftwarePlan ahead forsoftware
demosdemos
Hire aprofessionalHire aprofessional
moderatormoderatorTest andretestTest andretest
Use both views forUse both views for
presentationpresentation
Anticipate glitchesAnticipate glitches
