Meetings
Meetings – Essential Communication
Contexts
Make decisions and
solve problems
Individuals get to
opinionate, socialize
and communicate
Organizational
culture determines
the nature
Preparation
Is this meeting Time
necessary? Duration
What is my objective? Venue and set-up
How much will the
Participants
meeting cost?
Meeting notice and
How time-consuming
it is?
Agenda - link
Notice period
Conducting Meetings
Poor outcomes,
reasons being:
Lack of open
communication
Poor chairing of
meeting
Ineffective use of
time
When preparing for a meeting, keep these
crucial aims always in mind
The Four Ws
Why is the meeting being held?
Who should be present?
Where should the meeting be held?
When should the meeting take
place?
Purpose or Type
Problem Identification (6-10
persons)
Problem solving (3-5)
Decision Making (6-10)
Informational (20-30)
Review or Presentation (20-30)
Motivational (No limit)
Cont.…
To communicate important or
sensitive information
To explore new ideas and
concepts
To provide feedback
To gain support
Venue styles ---
Boardroom Style Conference Style
Conference room need to be considered
Size
Storage space
Projection screens
Lighting
Chairs
Other amenities
Ventilation
Sound system
Special needs
Acoustics
Distractions
Electrical outlets
Presentation equipment
Procedures
• Getting the meeting • Injecting humor
• Drawing silent types into
off to a good start the discussion
• Managing conflict • Ending the meeting
• Encouraging • Joining the discussion
• Preparing and finalizing the
participation minutes
• Managing emotions
• Evaluating the meeting
• Dealing with latecomers
