Meeting & Conferences

an event at which people meet to discuss and decide things (Longman Online) in a meeting, two or more people come together for the purpose of discussing a (usually) predetermined topic, often in a formalized setting
Predetermined topic Discuss Decide

Sharing information
Improving performance and productivity Dealing with any gaps in communication

Addressing the concerns of employees

Removing doubts Formulating policies

Fixing targets
Ensuring proper implementation of policies

Enhancing employees confidence

Addressing staff gripe

Obtaining customer feedback

 Be Specific :

Objective Outcome
Create an Agenda

Item prioritize Time management

Prepare in advance
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1. Decide precisely what you want to accomplish during the meeting a decision, a plan, alternatives, understanding? 2. Determine who needs to attend and who can be copied on meeting minutes. Plan roles for the attendees in advance. 3. Plan the content of the meeting the agenda and the frequency and duration needed.

Assigning and agreeing roles in advance helps with attendance

4. Plan how you will present each part of the agenda for maximum effectiveness. Consider your outcome and determine the methods and environment that best supports it. How will decisions
be made? Voting? Consensus?

I prefer longer meetings that meet less frequently

5. Plan what you will do after the meeting or between meetings to be effective and to make progress like status updates, teleconferences, sub-teams. 6. Plan how you will evaluate the meeting as it is taking place and afterward. 7. Reach agreement on meeting agenda, issues, and materials with key participants, sponsors, and resources prior to the meeting in order to proactively set expectations, build commitment, and resolve issues.

Setting up subteams and progress status reporting outside meetings saves meeting time for group issues

 Participants Discussion management process Plan , Discuss and Assign roles

Pre and Post meeting Communication

Purpose
(Structure / Agenda / Flow) Process

(Goals & Objectives)

Content

(Topics)

(Roles & Responsibilities)

People

Planning
(Logistics)

 Starting time Opening Remarks

Getting down to business

Participation Agenda Closing
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 To meet or not meet Non verbal's in Meeting Control or Collaboration ? What if you expect Confrontation ? Reaching rapid consensus in Meeting Clear focus on moving forward together Integrate with the more parts of the

organization Consensus with Leader as time breaker Helpful Hints

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Attendee Evaluation Internal Evaluation

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Taking meeting minutes is not a glamorous job, but it doesn't need to mean scribbling madly for an entire meeting. At a minimum, minutes need to include the date, who is at a meeting, the agenda, any resolutions that are passed in the meeting and any tasks that people agree to do for the next meeting.

Distribute a sign in sheet so you have a record of who attended. The sign in sheet should have the printed names so that you are sure about the correct spelling and it's a good idea to include contact information in case there are questions about what may have been said during the meeting. Prepare an agenda prior to meeting and use that document to take your notes. If, in the course of the meeting there are action or follow up items, place an X next to those items on the paper. You don't need to write down every comment or remark. Note only the key points that are being made and who said them.

At the close of meeting summarize, to the group, the key points you have in your notes and ask if they agree. After this is done summarize all the action or follow up items indicated with the X. Those items should be at the bottom of the Meeting Minutes. Send out a draft of the minutes to all who attended the meeting to see if they agree. After the draft comments have been incorporated send out the final version of the minutes of meeting. If you have difficulties taking notes while managing the meeting you may ask another team member to take notes on your behalf.

A responsible person should be deputed to write the MOM. The MOM should be written in the third person (for instance, it was

noted... and the chair observed...).

Personal comments or feelings should not be included in the MOM.

For example, one should avoid statements like: Raghav disliked the idea and began to protest.

Only the decisions should be recorded against the agenda item. The Sentences should be short. However, telegraphic phrases are not

process by which the decision was arrived at is not to be noted down.

welcome.
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Agenda

Attendees
Absentees Decisions Allocations
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The stand-up meeting is a daily team meeting held to provide status updates to other team members, and not to the management. In general, the following structure is followed:
What did the participant do yesterday?

What will the participant do today?

Are there any bottlenecks?
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One should keep the following points in mind while conducting a performance appraisal meeting: It is important to spend sufficient time on each point. There should always be a proper dialogue between the employee and the employer. Engaging in a monologue is not advisable. The supervisor should have a positive attitude. Before the meeting is over, the supervisor should confirm whatever facts the others employees have updated about the participant. Focus of the meeting should always be the result, and not the process through which the result is achieved.
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Opening remarks.
Apologies (if any). Minutes of the previous AGM. Matters arising from the minutes of the previous AGM. Presentation of the annual report by the chair or the secretary. Adoption of the annual report. Presentation of accounts, usually by the treasurer Adoption of accounts Appointment of auditors or an independent examiner Election of the management committee or office bearers Motions to be put to the AGM Discussion of any other competent business and closing remarks
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A well-planned agenda that matches method to

purpose and lays out who needs to discuss what. This implies that significant thought needs to be put into the meeting process.
A high level of collaboration and sharing of information.

Leaders need to encourage employees to bring issues and critical concerns to the fore. In other words, a meeting should always welcome conflicting opinions.
The team leader should play the role of a facilitator. A well-defined follow-up plan should be in place.
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The following are to be done during and before a meeting:

Be prepared for the meeting. Keep your briefcase near you on the floor. Come on time. If coming on time is not possible, please ensure that there is a valid

reason for being late.

Respond to queries.

Be serious and listen carefully. Take notes.

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In a meeting, make sure you do not:

Fiddle with pens, pencils, paper clips, and so on. Doodle on a notepad. Chew gum. Ask for coffee/tea unless these are specifically

offered to you. Make a grab for the refreshments. Slouch in your seat. Sit too close to the chair. That position might be reserved for the meeting secretary.
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In a meeting, make sure you do not:

Cross your arms. This posture communicates resistance. Come late. Speak too loudly or too softly. Walk out for a break before the meeting is over. Blurt out your thoughts. It is prudent to frame them

coherently before speaking. Repeat yourself. Use negative language. Begin with an apology.
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The agenda of a meeting comprises the following information:

Who has called the meeting?
When, where, and why has this meeting been

called?

What are the main points to be discussed

(sometimes, the time to be spent on each item is also specified).

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Parliamentary meetings : Parliamentary meetings Run under strict rules, like the rule of parliamentary procedure

Regular staff meeting : Regular staff meeting Held to announce new policies and products, answer question, share ideas etc Team meeting : Team meeting Bring together team members to brain storm, solve problem, and create document One-on-one meeting : One-on-one meeting Not always thought of as meetings, but they are perhaps most important meeting

Problem-Solving Meeting Objective: To discuss an issue or conflict and decide how to solve it.
1. Identify the Problem 2. Determine the causes 3. Generate possible solutions 4. Evaluate the proposed solution 5. Choose the best solution

Informational Meeting Objective: To give or receive information about a specific idea or important matters concerning the attendees.

Brainstorming Meeting Objective: To produce new ideas about a specific topic.

Before the meeting, participants should be told the objective of the session as well as their role in the brainstorming session.

Background information, if available, should also be distributed to participants prior to the session. The atmosphere of the meeting should be loose and informal.

Make sure that no idea is ruled out because it's too wild. Try to avoid judging ideas. A facilitator should be appointed to control the flow of information and record ideas as they develop.

Tips for starting and finishing on time

If You're the Meeting Organizer state that the meeting will begin promptly at the scheduled time and that all participants should be on time send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time

ensure that you begin the meeting at the scheduled time.

close the meeting room doors at the scheduled

time.

if your meeting starts a little late, you should still finish the meeting at the scheduled time.

If You're the Attendee: quickly review the agenda before heading to the meeting. make your way to the meeting ten minutes before it actually begins.

Consider speaking up if the meeting organizer shows up late. Try to ask only relevant questions during the meeting. Leave the meeting when it was scheduled to end.

Consider speaking up if the meeting organizer shows up late. Try to ask only relevant questions during the meeting. Leave the meeting when it was scheduled to end.

Consider speaking up if the meeting organizer shows up late. Try to ask only relevant questions during the meeting. Leave the meeting when it was scheduled to end.

Generally, a meeting is composed of a facilitator or a chairperson, a minute taker or note-taker, and the meeting participants or attendees. Meeting Facilitator or Chairperson The meeting facilitator plays a neutral role in the session and ideally does not join in discussions and contribute ideas to the group. The main task of the facilitator or the chairperson is to assist the group in generating a successful meeting outcome and to guide the members in achieving the meeting objectives. The main scope of role includes preventing conflicts to arise during discussions, supplying methods and procedures in discussing an agenda, and making sure that each member takes an active participation in the session. The chairperson acts as the supervising officer, police or traffic officer, or the meeting guide. As the facilitator, part of the responsibility is taking care of the meeting logistics and preparation.

Meeting Members These individuals are the active participants during a meeting. They are the ones called for to attend a meeting. As stated earlier, the attendees of a certain type of meeting are selected individuals and are called for by invitation. They join a meeting in response to a meeting request sent out by the facilitator or meeting organizer. The participants may or may not attend the meeting but should only do so under reasonable grounds. Other than that, every participant is required to be present since meetings have urgent needs and goals to be attended to. The meeting members play a major role during the discussion and decision-making. They are expected to interact actively in activities like brainstorming. Because they can create suggestions and can even precede the function of a facilitator, these participants broadly determine the course of the meeting. Without meeting members, a meeting is not called as such

Minute Taker The minute taker is otherwise known as the note-taker or recorder. This person takes a neutral stance just like the facilitator. The minute taker does not get involved in agenda evaluation, decision-making process, and interaction among meeting members. The primary role of this individual is to record ideas accurately as discussed by the members. The note-taker may utilize a journal, notebook, or a laptop for recording of ideas. It is important that during the note-taking, the ideas are not edited and paraphrased but should be written down and should replicate the exact words as stated by each participant. However, verbatim recording is not suggested especially in a fast-paced discussion. When scribbling down notes, key words and highlighted ideas are what should be outlined on the paper. The minute taker helps in the wrapping up of the meeting proper with the gathered notes from the participants ideas. The members need not worry of having their ideas left unheard as everything is captured by the recorder. Every role in a particular meeting is regarded as important to the success of a meeting. So in whatever role you take when attending a meeting, be sure to carry out your task and responsibilities professionally.

Conference is gathering of a particular set of individuals invited to consult with, discuss and or present information on a particular topic or set of topics in a related field or subject for the purpose of bettering relations and information exchange between the organization / markets the individuals represents

Co-ordinate activities Build morale Secure Agreement Solve problems Exchange information Initiate policy Products launch

Date and Time Attendees Conference Content Venue Location Capacity

Budget Conference Support Promote the Conference Preparation After the Event

Theater Classroom Board Room Hollow Square U-Shaped Banquet Style

Tips:

Proper camera placement is critical. Practice, practice, practice. Use your voice and your body tools. Be careful how you dress. Slides can make or break a virtual meeting. Maintain the face-to-face connection. Lighten up. Break often. Comfort is important.

Keep it Simple Keep It Short Pre Flight Checks Start with the phone Keep Slides simple

Ask Good Question Use a Specialist Plan ahead for software demos Hire a professional moderator

Get off to a Fast Start

Do not go looking for the trouble

Test & Retest

Use both views of the Presentation

Thank You.