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7/31/2019 Managerial Communication Session 29 Meeting
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Welcome to
Managerial Communications
hk
Presenter: Prof. Rajsee Joshi
N.R. Institute of Business Management
GLS Institute of Computer Technology - MBA
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Topics Covered
What is Meeting
What makes Meetings Wasteful
How to Reduce Wastage
Notice for Meeting
How to Prepare Agenda
How to Prepare Minutes of Meeting
Table Manners for Meeting
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What the World says aboutMeeting?
A meeting is a group of people who meet by plan
and discuss or make a decision for a particular
subject
A committee that keeps minutes and loseshours.
People call meetings when they cant or wont
think of solutions themselves-otherwise they
might be held responsible for a decision. if you want a get a thing done, give it to one man;
if you dont want to get it done, give it to a
committee.
One either meets or one works. One cannot do-
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Findings published in Wall StreetJournal
On an average chief executive director spendsabout 17 hours each week in meetings
Senior executives spend an average of 23 hours
a week in meeting
Middle managers spend 11 hours a week
Senior and middle managers said only 56% of themeetings were productive. They added that a
phone call or a memo could have replaced over25% of the meetings they attend.
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Importance of Meeting
To present information to others
Points are discussed for the improvement ofperformance & productivity
To plug communication gap To remove the doubts
To formulate a policy
To fix targets
To ensure proper implementation of policies
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What makes Meetings Wasteful?
Poor Preparation: Most common reason for meetingsturning wasteful
Convenors are not clear what they want, do not
prepare agenda No one sounds convincing. Wheels are re-invented
Things that do not need any discussion arediscussed
Failure to Maintain Minutes:
No minutes are prepared and circulated or arecirculated very long after the meeting
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Incompetent Chairpersons: Chairperson isincompetent and unable to control
It is the chairpersons responsibility to keep the
meeting within limits of the agenda and ensureeveryones participation
Unable to exercise control because certainmembers are above them in power, positions &
prestige
Cunning Chairpersons: They convene meeting aftermeeting because they want endless discussions,not decisions
What makes Meetings Wasteful?Cont..
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Hidden Agenda and Shadow Boxing: Departmentaland Interdepartmental meetings may end up astime-consuming if there are hidden agendas
Bloated Committees: Some committees have atleast twice as many members as they should.
They come without making any preparation, theyattend without any contributions; they leave
without making any waves
What makes Meetings Wasteful?Cont..
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Absence of Key Players: They may not accept thegroups resolutions.
May at a later stage raise objections to the
decisions taken May show weaknesses in the resolutions that
none of those present may have noticed
Marathon Meetings: Meetings with jumbo agendas
When a meeting takes hours, over all efficiencycomes down dramatically
What makes Meetings Wasteful?Cont..
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How to Reduce Wastage?
Convene a meeting only if u must
Prepare a focused agenda
Prepare yourself thoroughly
May need to meet the parties separately beforethe meeting
Dissent politely with the boss or dominantattendee
Come up with quick solutions
If you are the boss, may need to go out of yourway to ensure participation
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Purposes and Kinds of Meeting
Informational Meeting
Suggested Solution Meeting/Problem-SolvingMeeting
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Notice of the Meeting
Every person concerned and entitled to attend themeeting must be summoned or given notice
Must contain all relevant material and particulars
relating to the time, day, date & place of themeeting
Must be clear, precise and unambiguous
Must be served in the prescribed manner and in
accordance with the rules if any
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VIKAS EDUCATIONAL INSTITUTIONS
Navrangpura, Ahmedabad 380009
Ph No. 26563698
18 Nov. 2010NOTICE
The third meeting of the Executive Committee willbe held at the Head Office of Vikas Educational
Institutions, at Navrangpura at 4.30 p.m. onSaturday 20th November 2010. The agenda isattached.
B. DaveSecretary
To: Members of the
Executive Committee
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Agenda of Meeting
Agenda is an official list of things to be done ordiscussed at a particular meeting
It is drafted by the secretary in consultation with
the chairperson A copy of the agenda is normally enclosed with
the notice and sent to all the members
It provides the potential participants with the
information needed to prepare effectively for themeeting
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Contents of Agenda
The exact place and date
The time for starting the meeting
The objective(s) of the meeting
The issues to be discussed and resolved
Indication of how attendees in general or specificones among them should prepare themselves forthe meeting
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The Excellent University
Law Garden, Ahmedabad
18 November 2010
NOTICE
The sixth meeting of the Board of Directors will be held at theconference hall at 5 p.m. on 20th November 2010.
Agenda is given below:
6.01 Confirmation of the minutes of the previous meeting.
6.02 Introduction of Dual Degree Programme.
6.03 Introduction of Communication Skills Course.
6.04 Spelling Bee Contest.6.05 Any other matter with the Chairpersons Permission.
Sharad
Secretary
To,
Director, Academic Committee and
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Minutes of the Meeting
The official record of the proceedings at a meetingis called minutes
Minutes should include only objective data and
not subjective generalities It is the secretarys task to take notes during the
groups deliberations and to provide minutes, a
written record of the groups discussion
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Types of Minutes
Narrative Minutes: Aim to capture the entirediscussion in a summary form
They record who said what when.
Decision Minutes: They record the decisions taken,the names of the people responsible forimplementing them, and the deadline by whichthey should take action.
The minutes will only record the decisions exceptin the cases where it is important to record clearlywho said what
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Preparation of Minutes
Does not mean writing down everything that issaid
Should be brief
Factual element should be exact
Emphasis should be given to items such asresponsibilities delegated to members, action thatis to be taken, main conclusions made, what is to
be done next and who is to do it
You can also record the no. of votes cast for or
against a proposal
Irrelevant details must be excluded
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Structure of Minutes
The name of the organization (if letterhead is notused)
Day, date, time and place of the meeting
The number of the meeting it is in series Classification of Meeting
(regular/monthly/special/quarterly/emergency/yearly)
The names of the chairperson and the secretaryof the meeting
Names of members present
Names of those who could not attend
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Structure of MinutesCont
Record of transactions:
Reference to minutes of previous meeting
Reports of actions on matters previously
presented to the group (old business)
Reports of actions on matters presented to thegroup
Place, date and time of the next meeting
The time of adjournment
Signature of the secretary and the chairperson
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Delivery of Minutes
Advantages
Infers the agenda for the next meeting
Presents clearly the discussions of the last
meeting
Stimulates to more thinking
Helps to take prompt actions
Gets chance to suggest corrections
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Effective Meetings via VideoConferencing
When we communicate, 10% of the meaning iscontained in words, 20% in the style of deliveryand 70% is contained in the non-verbal cues orbody language.
Thats the reason video conferencing in more
effective than tele-conferencing.
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Points to keep in mind
Proper camera placement is critical
Use your voice and body language effectively
Be careful how you dress
Slides can make or break a virtual presentation
Maintain face-to-face connection
Have a break often
Comfort is important
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Table Manners at Meeting
Dont Go Late at a Meeting
Dont Interrupt Others When They Talk
Dont Monopolize the Meeting
Dont Talk or Joke with your Neighbours
Dont Use the Phone
Dont Do Anything Unrelated to the Discussion
Dont Use Excessively Emotional Language Dont Disobey the Chairpersons Instructions and
Requests
VIKAS EDUCATIONAL INSTITUTIONS
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VIKAS EDUCATIONAL INSTITUTIONSNavrangpura, Ahmedabad 380009
Ph No. 2656369818 Nov. 2010
Agenda for the Third Meeting of the ExecutiveCommittee to be held at 4.30 pm on Monday, 22ndNovemeber 2010 at the conference hall
3.01 Confirmation of the minutes of the previousmeeting
3.02 Directors Annual Report
3.03 Analysis of 1stYear students result
3.04 Sankalan: Annual meet of alumni3.05 Any other Matter with the Chairpersons
Permission
B Shah
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Thank You