Gail business meetings

Business Meetings

Types of meetings

• Board meeting

• Standing meeting

• Public meeting

• Impromptu meeting

• Video conferencing

• Small informal meetings

Three Perspectives

• PREPARING FOR A MEETING

• PARTICIPATING IN A MEETING

• CHAIRING A MEETING

PREPARATION

PURPOSE:

• Giving Information

• Issuing instructions

• Addressing grievances

• Taking decisions

• Generating ideas

• Presenting proposals

Questions to ask your self

• Be sure of the end result of the meeting

• Decide what contribution the attendees will make- information, consensus, authorizing , support

• Inform the relevant people - agenda , date , time, venue, and other details

• Send background papers if necessary

Prototype Agenda

Committee meeting agenda6th July 2004, 11a.m.Green room

1.(11.00) Appoint chairperson2. ( 11.15) Apologize for absence3. (11.30) Approve minutes of last meting4.(12.00) VRS plans5.(1.00) Any other issue6. (1.30) Next meting plans

VENUE KEY ADVANTAGE

Your office References at hand

Subordinates office Boosts morale

Onsite conference Gives privacy

Conference center Facilities available

Out of town venue Glamour, creative space, ( costly

Restaurants Not for detailed work

• If there is an important meeting in an unfamiliar place always keep time to familiarize yourself with the new surroundings . If possible visit a day earlier

Seating

FREEConfronting

Hierarchy

AT THE VENUE

• Audio visual aids

• Writing aids

• Refreshments

• Comfortable environment

Planning for participation

• Do background research

• Contact others to build rapport understand undercurrents

• Identify supporters and opposition

• Problem creators

• Lobby & canvass

• Prepare BATNA

Being Seen & heard

• Well Groomed

• Good preparation will give confidence

• Work on appropriate body language

• Support points with facts and data

• Loud clear voice

• Apologies, congratulate and assert if needed

• Avoid long winded speeches

What to do when others speak

• Maintain eye contact

• Do not whisper & fidget

• Supportive body language

• Make notes

• Observe the non verbal cues

Weaknesses of the Chairperson

• Bias

• Indecision

• Manipulation

• Anger

Taking minutes

• Date & Venue

• Names of attendees

• Absentees

• Points addressed and conclusions

• Summary

• Date of new meeting

Be short and crisp in your writing

About Minutes

• Make sure the chairperson approves of the minutes

• Distribute with a day or two to members

• Signature of the chairperson and recorder

CHAIRING A MEETING

• Responsible for the outcome of the meeting

• Repeat and paraphrase conclusions that have been reached

• Expel people who disturb

• Sum up and conclude

Personal Skills of Chairperson

• Firm & assertive

• Ability to summarize

• Flexible & open

• Fair

• Dealing with blocking behavior

• Ensuring all attendees contribute

• Research on attendees

Understanding tactics-1

PARTICIPANT CHAIRPERSON

Divide and rule 0 pass conflicting information to some attendees before the meeting

Recap fact , find out the source before the meeting . During the meting re-establish facts and clear misapprehensions

Understanding tactics-2

PARTICIPANT CHAIRPERSON

Domination- Using loud voice , interrupting, and trying to intimidate the confidence of others

Challenge the aggressor- and insist on cordial behavior

Understanding tactics-3

Participant Chairperson

Time Waster- speak at great length, side tracks issues, brings in irrelevant topics

Avoids eye contact, with the potential , and snub if necessary

Understanding tactics-4

Participant Chairperson

Anger- some people use it as a tactical weapon to halt discussion and have the meeting adjourned

Stay calm- and expel if necessary

Understanding tactics-4

Participants Chairperson

Excuses- I forgot, that was not my responsibility

Remind the person of the responsibility , and appoint some one to supervise the person – or transfer the responsibility o some one

Legal

• Legal procedures are available o regulate the meting so to chairperson should be familiar with them

STEPS IN CHAIRING THE MEETING

• Open formally• Sign register• Approve minutes• Deal with routine matters• Propose motions• Deal with discussion• Pass resolutions• Close formally

Handling problems using formal procedures

• Lack of Quorum- Adjourn , reconvene on a new date

• Disruptive Participants – Obtain consent of other member before eviction

• Walk out by chairperson- appoint a new person by the members immediately

THANKS

Dr. Mala Sinha

Faculty of Management Studies