MASTER OF COMPUTER APPLICATION

SEMESTER-2
05SL0205 COMMUNICATION SKILLS

UNIT-1
COMMUNICATION AT WORKPLACE
TOPIC: EFFECTIVE MEETINGS
How to Conduct Effective Meetings:

• Meetings serve as crucial platforms for discussing challenges, setting

objectives, collaborating with colleagues, and exchanging ideas.

• Whether you're a manager, supervisor, team leader, or employee, knowing

how to conduct meetings effectively can significantly enhance your
organization's operations.

• Effective meetings involve careful planning, expert instruction, and

comprehensive follow-up.
1. Pre-Meeting Planning:
a. Define clear objectives

-Purpose: Identify the main reason for the meeting. Is it intended for
problem solving, decision making, brainstorming, or information sharing?

- Desired Outcomes: Identify your goals for the meeting, such as making
decisions, resolving problems, or developing plans.
1. Pre-Meeting Planning:
a. Define clear objectives

-Stakeholder Needs: Think about the needs and expectations of all

stakeholders involved. Ensure that the meeting is in line with their
interests and objectives.
1. Pre-Meeting Planning:
b. Create a Detailed Agenda

-Topics: List all issues that will be covered in order of priority.

-Time Allocation: Set aside specified time slots for each topic to keep the
meeting on track.
-Presenters: Determine who will lead each portion of the conversation.
1. Pre-Meeting Planning:
b. Create a Detailed Agenda

-Distribute in Advance: Send the agenda to attendees well in advance so

they may plan accordingly.
-Preparation guidelines: Include any information or recommendations that
will assist attendees arrive prepared.
1. Pre-Meeting Planning:
c. Select the Right Participants

-Essential Attendees: Only invite those who are required for the meeting's
objectives.
- Balanced Group: Include a mix of decision-makers, subject matter
experts, and people who will carry out the action items.
- Substitute Planning: Make a strategy for substitutes in case key staff are
unable to attend.
1. Pre-Meeting Planning:
d. Assign Roles

- Facilitator: Oversees the meeting and keeps the conversation on track.

- Timekeeper: Keeps track of the meeting's time to ensure it runs on
schedule.
1. Pre-Meeting Planning:
d. Assign Roles

- Note-taker: Documents significant points, decisions, and action items.

-Technical Support: If necessary, designate someone to oversee technical
equipment or software.
1. Pre-Meeting Planning:
e. Choose an Appropriate Venue and Time

-Venue: Choose a venue that fits the meeting type, whether formal
(conference room) or casual (small office).
-Timing: Select a time that is convenient for the majority of participants to
ensure maximum attendance and attention.
-Remote Participation: If available, configure the required technologies
for remote participants.
1. Pre-Meeting Planning:
f. Test Technology and Equipment

-Check Equipment: Ensure that all relevant equipment (projectors,

conference call systems) is operational.
-Backup Plan: Make a backup plan in case of technological difficulties,
such as an alternate conference call number.
-Accessibility Tools: Ensure that all accessibility tools are available and
working for persons with impairments.
2. Conducting the Meeting

a. Be punctual:

-Respect everyone's time by starting the meeting on time.

-Introductions: Welcome attendees, introduce key speakers, and explain
the meeting's objectives.
-Icebreakers: If appropriate, begin with an icebreaker to get participants
comfortable.
2. Conducting the Meeting
b. Set Ground Rules

-Etiquette: Establish guidelines such as no interruptions, staying on

subject, and respecting everyone's ideas.
-Participation: Encourage everyone to contribute while maintaining a
courteous tone.
-Confidentiality: Address any confidentiality concerns that may arise if
sensitive material is discussed.
2. Conducting the Meeting
c. Follow the Agenda

-Structured Discussion: Stick to the agenda to ensure that all important

subjects are addressed.
-Visible Agenda: Display the agenda so that attendees may follow along.
-Flexibility: Be prepared to resolve unforeseen yet critical challenges.
2. Conducting the Meeting
d. Encourage Participation

-Engagement: Actively engage all participants by asking questions and

soliciting feedback.
-Equal Opportunity: Ensure that quieter members can contribute.
-Interactive tactics: Use interactive tactics like polls, breakout sessions, or
round-robin conversations to increase interest.
2. Conducting the Meeting
e. Manage Time Efficiently

-Time Management: Keep track of time and gently guide conversations

back on track if they stray.
-Timed Discussions: Ensure that each agenda item is discussed within the
allowed time.
-Crisis Management: Be ready to deal with any disruptions or
disagreements effectively.
2. Conducting the Meeting
f. Summarize Key Points

-Recap: At the conclusion of each debate, summarise the main issues and
any decisions reached.
-Clarity: Ensure that participants understand and agree.
-Use visual aids, such as charts or bullet points, to summarise difficult
conversations.
2. Conducting the Meeting
g. Establish Clear Action Items

-Responsibilities: Determine which actions must be taken, who is

accountable, and when deadlines must be met.
-Documentation: Keep a record of these action items and distribute them
to all participants.
-Priority Setting: Determine the priority level of each action item to assist
participants in managing their responsibilities successfully.
3. Post-Meeting Follow-Up
a. Distribute Meeting Minutes

-Detailed Summary: Distribute a summary of the meeting, including

major topics discussed, choices made, and action items with
responsibilities and deadlines.
-Timeliness: Distribute the minutes within 24 hours to ensure the
information is current and clear.
-Accessibility: Ensure that the minutes are available to all participants,
including those with disabilities.
3. Post-Meeting Follow-Up
b. Follow Up on Action Items

-Monitor Progress: Track progress on specified tasks and provide

assistance or clarification as needed.
-Accountability: Ensure that participants accomplish their assigned tasks
and understand their responsibilities.
-Regular Updates: Implement a system for providing regular updates on
the status of action items.
3. Post-Meeting Follow-Up
c. Follow Up with Colleagues

-Team Coordination: If your tasks are interdependent, work with your

colleagues to guarantee consistent progress.
-Updates: Provide relevant parties with status reports on given tasks.
-Continuous Communication: Keep lines of communication open so that
any difficulties or changes can be addressed as soon as possible.
3. Post-Meeting Follow-Up
d. Provide Feedback

-Meeting Effectiveness: Provide positive feedback on the meeting,

emphasising what went well and areas for improvement.
-Suggestions: Based on your experience, make suggestions for how to
improve future meetings.
-Formal Review: Consider implementing a formal review process for key
or recurring meetings.
3. Post-Meeting Follow-Up
e. Plan the Next Meeting

-Continuity: If you need to hold regular meetings, schedule the next one
and start planning ahead of time.
-Scheduling: Resolve any scheduling issues and notify everyone about the
upcoming meeting.
-Agenda Preparation: Begin drafting the agenda for the next meeting
based on the results and follow-ups from the current meeting.
Additional Tips
1. Inclusivity and Accessibility

- Make the meeting accessible to all participants, including those with

disabilities. - Offer accommodations such sign language interpreters or
assistive listening equipment.
2. Clarity in Communication
Additional Tips
2. Clarity in Communication
- Speak clearly and at a moderate pace. - Encourage participants to ask
for clarification as needed.

3. Conflict Management

- Be prepared to address any issues or disagreements that may emerge.

- Respond calmly and work to find a solution that is agreeable to all
parties.
Additional Tips
4. Flexibility
- While it is critical to stick to the agenda, be adaptable enough to
address crucial topics that may arise unexpectedly.
- Adjust the timetable as needed, but keep the meeting productive.
Additional Tips
5. Follow-Up Mechanism

- Create a clear follow-up process, such as regular check-ins or progress

reports. This ensures that action items are addressed and holds everyone
accountable.

- By following these thorough procedures, you may hold meetings that

are productive, efficient, and favourable to attaining your organization's
objectives.
How to Attend Meetings Effectively
5. Follow-Up Mechanism
- Attending meetings effectively requires more than just turning up. It
necessitates meticulous planning, active participation at the meeting,
and diligent follow-up.

- Here's a complete approach on increasing your effect as a meeting

attendee:
1. Preparation Before the Meeting
a. Understand the Purpose

-Objective: Clearly comprehend the meeting's aim and its relevance to

your role. Is it intended for problem solving, decision making,
brainstorming, or information sharing?
-Desired Outcomes: Understand the meeting's objectives, such as
particular conclusions, goals, or activities.
-Context: Understand the meeting's broader context in relation to the
organization's goals and your team's objectives.
1. Preparation Before the Meeting
b. Review the Agenda

-Agenda Items: Carefully study the agenda to understand the topics that
will be covered and in what sequence.
-Preparation: Determine where your opinion will be needed and prepare
appropriate questions or remarks.
-Related Documents: Read any relevant documents or reports to ensure
you are completely informed.
1. Preparation Before the Meeting
c. Gather Necessary Materials

-Documents and Data: Please bring any documents, data, or reports that
will be discussed or used to support your contributions.
-Pre-Meeting Reading: Review any materials sent out before to the
meeting to ensure you are up to speed.
-Note-Taking instruments: Bring note-taking instruments, both digital and
paper-based.
1. Preparation Before the Meeting
d. Prepare Questions and Comments

-Related Queries: Write down any questions or comments you have about
the agenda items. This ensures that you cover all of the necessary topics
throughout the meeting.
-Discussion topics: Consider the important topics you want to address and
any additions you can offer to the discussion.
-Supporting Evidence: Prepare evidence or instances to back up your
claims.
1. Preparation Before the Meeting
e. Coordinate with Colleagues

-Team Input: If the meeting requires team collaboration, discuss key

themes with colleagues ahead of time to present a unified perspective.
-Shared Goals: Align your contributions with the team's objectives to
avoid overlaps or inconsistencies.
-Consensus Building: Prior to the meeting, work with your team to reach a
consensus.
2. During the Meeting
a. Arrive On Time

-Punctuality: Arriving on time shows respect for the meeting organiser

and other attendees while also ensuring that you do not miss any key
opening statements.
-Settle In: Take a few minutes to settle in and organise your materials.
2. During the Meeting
b. Engage Actively

-Focus: Stay focused during the meeting. Avoid distractions like checking
emails and messages.
-Active Listening: Pay close attention to the debate, taking detailed notes
to keep track of significant ideas.
2. During the Meeting
b. Engage Actively

-Body Language: Use positive body language, such as nodding and

making eye contact, to demonstrate participation.
-Participation: Participate enthusiastically but politely, ensuring that your
contributions are meaningful and beneficial.
2. During the Meeting
c. Participate Constructively

-Contributions: Add to the conversation by sharing ideas, asking pertinent

questions, and proposing solutions. Make sure your comments are
pertinent and bring value.
-Respectful Dialogue: Avoid interrupting others, stay on topic, and respect
opposing viewpoints. Use respectful language and keep a professional
tone.
2. During the Meeting
c. Participate Constructively

-Clarification: If you do not understand something, please ask for

clarification. This keeps everyone on the same page.
-Acknowledge Others: Recognise the contributions of others and expand
on their ideas.
2. During the Meeting
d. Utilize Technology Wisely

-Essential Use Only: Use electronic devices only when absolutely

necessary for the meeting (for example, to take notes or reference
documents).
-Avoid Distractions: To avoid disturbances, keep your gadgets on silent
mode.
-Technology Proficiency: Be familiar with any technology or software
utilised during the meeting to avoid delays.
2. During the Meeting
e. Note-Taking

-Comprehensive Notes: Take detailed notes on essential issues, decisions,

and action items issued.
-Summarise: Summarise talks and action items to enhance comprehension
and ensure that nothing is overlooked.
-Action Items: Highlight any action items and deadlines in your notes.
3. Post-Meeting Follow-Up
a. Review Meeting Notes

-Action Items: Review your notes to ensure that you understand your
responsibilities and any follow-up actions required of you.
-Clarifications: Contact the meeting organiser or appropriate colleagues if
you require clarification on any topics.
-Organise: Arrange your notes in a way that makes them easier to find
later.
3. Post-Meeting Follow-Up
b. Complete assigned tasks.

-Responsibility: Begin working on any duties or projects assigned to you

at the meeting.
-Deadlines: Keep track of deadlines to ensure that your duties are
completed on time.
-Progress reports: Provide regular progress reports to important
stakeholders.
3. Post-Meeting Follow-Up
c. Follow Up with Colleagues

-Team Coordination: If your tasks are interdependent, work with your

colleagues to guarantee consistent progress.
-Updates: Provide relevant parties with status reports on given tasks.
-Continuous Communication: Keep lines of communication open so that
any difficulties or changes can be addressed as soon as possible.
3. Post-Meeting Follow-Up
d. Provide feedback.

-Meeting Effectiveness: Provide positive feedback on the meeting,

emphasising what went well and areas for improvement.
-Suggestions: Based on your experience, make suggestions for how to
improve future meetings.
-Formal Review: Consider implementing a formal review process for key
or recurring meetings.
3. Post-Meeting Follow-Up
e. Follow Up on Action Items

-Monitor Progress: Track progress on specified tasks and provide

assistance or clarification as needed.
-Accountability: Ensure that participants accomplish their assigned tasks
and understand their responsibilities.
-Regular Updates: Implement a system for providing regular updates on
the status of action items.