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MEETING

Presented as a part of Internal Assessment


Presented To

Prof. Rohini G Shetty


Presented By

Shashwath Bhat Venkatesh N Raghuram Bhandari Santosh Malipatil Pratik V Pandhare

Managerial Communications

CONTENTS
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Definition Types of meetings Meeting prerequisites Meeting preparation Information gathering Agenda Closing a meeting Post Meeting Conclusion References

DEFINITION
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A meeting is a gathering of two or more people Convened for the purpose of achieving a common goal Through verbal interaction Example: Sharing information or reaching agreement.

TYPES OF MEETINGS
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Formal Informal

Other types One-time meeting Recurring meeting Series meeting

MEETING PREREQUISITES
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Proper quorum Moderator/Chairman Decorum

MEETING PREPARATION
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Prepare

agenda Information Gathering Conducting a meeting Follow-up to meeting

INFORMATION GATHERING
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Collect earlier results Review minutes and action items from previous meeting Contact staff manager

AGENDA
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Definition: An agenda is a list of meeting activities in the order in which they are to be taken up, by beginning with the call to order and ending with adjournment. Ensure copies of agenda are available at the meeting

WHY IS AN AGENDA IMPORTANT

Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool

CHECKLIST FOR MEETING


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Is the room set properly Audio visual Number of seats Refreshments

CONDUCTING A MEETING
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Start on TIME!! Delegate the task of taking minutes Revise agenda if necessary

ROLE OF THE CHAIRMAN


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Recognize attendees who wish to speak Remain neutral Summarize discussion and future action Maintain order

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WHY DO WE RUN OUT OF TIME

Repetition Wander from the agenda Lengthy discussion of controversial issues

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MEETING TECHNIQUES
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Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed

CLOSING A MEETING
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State conclusions reached Summarize assignments Give staff manager next meeting requirements Thank attendees

POST- MEETING
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Prepare minutes at the instant


Post meeting reviewing Official record Email Company Network

Circulate the copy

Advantages
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Decision Making Idea Generation Equal Participation Identifying new problems

Disadvantages
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Vague Discussions Indifferent inclinations off the agenda

CONCLUSION
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We came through effective meeting preparation Agendas Meeting Techniques Meeting time requirements Closing of meeting Post-meeting

REFERENCES
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Websites http://en.wikipedia.org/wiki/Meeting Access Dt.22-01-2013 http://en.wikipedia.org/wiki/Agenda_(meeting) Access Dt.22-01-2013 http://en.wikipedia.org/wiki/Committee Access Dt.22-01-2013 http://www.businessballs.com/meetings.htm Access Dt.22-01-2013 Books Raman Meenakshi;Singh Prakash (2012).Business Communication: Ch. 14, Meetings and Conference, Pg 384.Oxford Press.

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