Meeting Essentials

Meeting Basics - A meeting is a gathering

of two or more people where positive discourse occurs. Of course their purposes will vary.

- Standard verbal expression in speech or writing. An extended communication dealing with some particular topic.

- Meetings enable face to face contact of number of people at the same time.

- Provides opportunities for sharing information, making suggestions and proposals, taking discussions and obtaining instant feedback.

- They facilitate exchange of views.

1. Staff or team meeting -These type of meetings are typically called

by a team leader or manager.2. Status meeting - These meeting provides current

information about something that is ongoing.

3. One-on-one meeting - These meeting can take place between

coworkers, supervisors and their direct reports, employees &suppliers, or other combinations.

4. Management meeting - Meeting at which management staff

from various levels in organization gather to report on their areas of responsibility and learn about new policies, procedures, challenges are called management meeting.

5. Board meeting - Meeting held for administrative

purpose.

1. Informal meeting - staff meeting, team meeting, status meeting will generally be held in an informal or relaxed setting.

2. Formal meeting – It requires extensive planning, has predetermined list of topics along with the set of objectives to be achieved at the meeting. It includes public meeting, board meeting and other large scale meeting.

Voice and video chat

Teleconferencing

Web conferencing

Be alert, look confident and interested. Be respectful of the thoughts, ideas, opinions of others. Be willing to share your ideas. Don’t interrupt the comments of others. Don’t monopolize the discussion- others have important ideas too. Don’t be defensive if others don’t agree with your ideas. Don’t make critical remarks about the thoughts and opinions of others.

- Clearly Identify Objectives.

- Determine the participants.

- Determine time, place and equipment needed.

- Prepare the Agenda.

Start in time

Introduce the topics of the meeting

Do not let talkative people take over.

Make sure tasks are clearly assigned

Prepare what next meeting will discuss

Finish in time!

Have a good reason for calling the meeting.

Begin and end on time. Keep comments limited to the topic being

discussed. Encourage everyone to participate. Allow only one person to speak at a time. Do not take sides or show favoritism. Do not permit private discussions. Summarize all decisions and assignment. Close on a positive note.