Meetings Final

8/7/2019 Meetings Final

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Presented by Group No. 12

Angad Singh Malhan

Anshubhi Karolia

Bhavya Kapoor

Nipun GuptaJohn Pullack


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Objective

How to conduct successful meetings.

How to participate in meetings.


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Flow of Presentation

What is a meeting Why is it necessary?

Rules for conducting a meeting

Characteristic features of a meeting Control Techniques

How to increase participation in meeting

Factors to be considered. Advantages and disadvantages of meeting

Conclusion

Bibliography


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What is a meeting

Why is it necessary?





Conclusion

Bibliography



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Purpose Behind Meeting


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Purpose Behind Meeting (Contd )

Sharing Information and Updates

Placing Concerns

Mutual Agreement


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What is a meeting






Conclusion

Bibliography



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Meeting Guidelines

Inform and Invite the concerned people

Time ManagementAgenda of Meeting

Record Minutes of Meeting

SummarizeShare the Results


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Conclusion

Bibliography



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CharacteristicsOf A Meeting

Environment

ParticipantsFacilitator

Format

Breaks


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EnvironmentOf A Meeting

Open atmosphere for free flow of

communication

Focus on the participants not facilitator No observers

Prepare place cards

Private and silent location


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Participants

Who should attend the meeting?

No of participants

Type of participants


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Facilitator / Leader

Keep things on track, schedule

Help in meeting the objective

Avoid conflicts Encourage full participation

Use proper questioning techniques


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Format

State the objectives of the meeting

Describe the general rules

Non-threatening information gathering Encourage equal participation

End with a summary or conclusion


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Breaks

Required only for long meetings

Can be used for

1. Networking2. Exchanging business cards

Ideal time 15-20 mins


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What is a meeting



Characteristic features of a meeting


Control Techniques


Conclusion

Bibliography



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Increasing Participationin

Meeting

Decide whetheryou genuinely want to

participate. Participate open communication rather

than secretive.

Ask participants to come to the meeting

with a written opinion.

Create a climate of participation.


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Increasing Participationin

Meeting (contd..)

Avoid giving your opinion first and then asking

others what they think.

Call all non participating members in turn to

express their ideas.

Talk privately with members to discover why they

habitually fail to participate. Make your meetings and your relationships outside

of meetings as personal and informal as possible.


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Example


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Characteristic features of a meeting How to increase participation in meeting

Control Techniques


Conclusion

Bibliography



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Facilitatorat work

A facilitatorsjobisto ensure :

All attendees participate.

No one is criticized forher orhis opinions.

No one dominates the meeting.

The meeting is conducted within the scheduled time.


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Control Techniques

To encouragesomeoneto speak

Eye Contact

Make subgroups and ask non-speaker to revert

back. Use a direct question to which other person knows

the answer.

To discouragesomeoneto speak

Give the person an assignment. Avoid eye contact.

Make subgroups and call that subgroup last.


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Control Techniques

To speakyourself

To avoidgiving opinion

Return the question, What do you think?

Relay the question to the group.


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Control Techniques

To keep thegroup withintime limits:

What they dont know wont hurt.

Do not publish an agenda. If time runs out before all areimplemented, no one will know but the facilitator.

To limitcriticism:

Establish an atmosphere where all opinions are welcome

and avoid both praise and criticism of what is offered. Generally,the participants will adapt to this style.


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FACTORSTO BE CONSIDERED

Notification- employees must be given anadvance notice about the meeting

Meeting environment-create openenvironment for free flow of information

Introductions-all participants must introducethemselves at the beginning of the meeting.

Meeting format- stating objective,describing general rules, ending with asummary etc


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Characteristic features of a meeting How to increase participation in meeting

Control Techniques


Conclusion

Bibliography



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Facilitates discussion and interaction

in a face to face manner.

Excellent method for obtaining useful

information.

Dissemination of information and

collection of feedback becomes easy.

Advantages ofa meeting


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DISADVANTAGESOF A MEETING

If not conducted properly, meeting results

will often not reflect the views of the group.

May go on for too long or lose track of the

main issue.

Causes wastage of time when the agenda

of meeting is not presented clearly.


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REFRENCES

www.youtube.com

www.wikipedia.com

http://search.ebscohost.com


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Thank You

Questions?Questions?

Documents

Meetings Final