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8/8/2019 Lecture 10 Business Meetings
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Lecture 10
Business Meetings
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Lecture Objectives Why are people attending more
meetings?
What to do before meetings?
What to do during meetings?
What to do after meetings? Video: Meetings under control
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Why are people attending more
meetings than before? Flattening of workplace hierarchies.
Businesses are becoming more team-
oriented. Decision making is more consensual.
Management tends to be more
participative.
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Common complaints about
meetings:
High frequency
InappropriatenessDecrease in productivity
Waste of time
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Do meetings have to be traumatic?
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Instead of treating meetings as
thieves of your valuable time, seethem as golden opportunities
to demonstrate your leadership,
communication and problem solving
skills.
Proper Approach to Meetings
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Valid Purposes of
Meetings Share information
Brainstorm ideas
Evaluate ideas
Make decisions
Create a document
Motivate members
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Planning Productive Meetings
i. Decide on the necessity of a meeting
Call for meetings only if the topic is
important, cant wait & requires anexchange of ideas.
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Planning Productive Meetings
ii. Select the right participants
Invite key decision makers, those
who can contribute, responsible forimplementation & representatives
of groups who will be affected
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Choose an Appropriate
Location & Timing Identify location & reserve it
Hold work sessions meeting early for
higher productivity
Plan seating arrangements
Pay attention to details such as roomtemperature, lighting, ventilation,
acoustics & refreshments
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Set & Distribute Agenda
in AdvanceA good agenda should indicate :
Date & place of meeting
Start & end times
Brief description of each topic, in order of priority,
names of people responsible for each topic
Proposed allocated time for each topic
Any pre-meeting preparation expected of
participants
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AGENDANTU Dinner & Dance (D&D) Committee Meeting
11 February 2010, 9.00-11.00amConference Room
______________________________________________________
1. Confirmation of Minutes of Previous Meeting
Person Proposed Time
2. D&D Programme Halim 20 mins
3. Event Sponsorship Vivek 10 mins
4. D&D Venue Djokovic 15 mins
5. Lucky Draw Kim Seng 10 mins
6. Any Other Business (AOB)
7. Chairs Summary & next meeting date
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Lecture 10Business Meetings
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Unproductive Team Members
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Keeping Meetings
UnderControl(Watch the VOD)
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Conducting Productive Meetings
(CONTROL)Convinced be convinced that a meeting isnecessary.
Objectiveset clear objectives, have anagenda & allocate time properly.
Navigate find ways to achieve desiredobjectives. Appoint a secretary and a recorder.Encourage balanced participation. Stop tangents.
Summarize points of consensus. Suggest path of
action.
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Conducting Productive Meetings
(CONTROL)
Time Management Stick to time allocated onthe agenda but be flexible sometimes.
Resolve Conflicts Allow members to air their
views. Explore issue & come up with a creative win-winSolution (winning solution).
Outcomes Ensure clear outcomes & that decisionsare made.
List Actions At the end of the meeting, list whowill be doing what by when.
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Following Up AfterThe Meeting
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Meeting Follow-Up
Write and vet the minutes; do not put offtoo long
Arrange with the secretary to distribute
the minutes of meeting Repair damaged relationships through
informal conversations
Follow up with members to see howthey are progressing on items assigned
to them
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Meeting Minutes
Include:
Date, place, and time
Members present/absent with apologies
Topics discussed
Decisions made
Follow up action required
Next meeting date
Time of adjournment
Signature of minutes writer and Vetter
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Sample of MINUTESMinutes of the Communications Advisory Committee meeting of the
Singapore Red Cross Society held on Thursday, 25 January 2010
from 11am to 2pm at the Haw Thorn House
Present:
Mr John Wong (Council Member, Singapore Red Cross and Chairman ofCommittee)
Ms Rose Lee (Director, Integrated Media Group)
Mr Goh Ah Song (Vice President, Corporate Marketing &Communications, SMRT Corporation Ltd)
Secretariat:
Ms Jini Loo (Secretary-General, Singapore Red Cross)
Ms Carol Tay (Manager, Corporate Communications, Singapore RedCross)
Ms Jenny Li (Executive, Corporate Communications, Singapore RedCross)
Absent, with apologies:
Ms Jane Wee (Director, Group Communications, Mediacorp Pte Ltd)
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1. Confirmation of Minutes of Meeting held on 27
November 2009
Members of the Committee confirmed that there wereno changes to the minutes of meeting recorded on 27
Nov 09.
2. Matters Arising from the Minutes
2.1 Amendments for Terms of Reference
2.1.1 Members of the Committee agreed that they
should meet regularly and as necessary to
review and evaluate the progress of the Societys
publicity efforts and provide recommendations for
improvements of changes.
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3 Decision Matters
3.1 Corporate Video Brief
3.1.1 Ms Jini Loo introduced the purpose of the
video and added that it must have a general
appeal to its audiences. However, the
Committee felt that it was not necessary to
produce a corporate video.
3.2 Corporate Communications Key Focus Areas
(2010 to 2014)3.2.1 Ms Carol Tay went through the four main thrusts
in communications for 2010 to 2014. She added
that SRC had always maintained good working
relationship with the media.
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4.1 Any Other Business
4.1 With no other outstanding matters, the meetingended at 2pm. SRC would advise on the date for
the next meeting. Preference was given to lunch
meeting.
Recorded by: Ms Jenny Li, Singapore Red Cross jli
Vetted by: Ms Carol Tay, Singapore Red Cross, 25
January, 2010 CarolT