Planning, Conducting, and Recording Meetings
Module Nineteen

McGraw-Hill/Irwin

Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.

Learning Objectives
LO 19-1 Apply strategies for good meeting plans. LO 19-2 Apply strategies for productive meetings. LO 19-3 Apply strategies for good meeting decisions. LO 19-4 Apply strategies for business networking
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Learning Objectives
LO 19-5 Explain techniques for effective meeting participation. LO 19-6 Select items for inclusion in meeting minutes. LO 19-7 Compose scripts for informal meetings with bosses. LO 19-8 Compare and contrast techniques for virtual meetings versus face-to-face ones.
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Types of Meetings
Parliamentary
Run under strict rules Use Robert’s Rules of Order.

Staff
Typically are held to announce new policies and products, answer questions, share ideas, and motivate employees.

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Types of Meetings
Team
Bring team members together to brainstorm, solve problems, and create.

One-on-One
Are perhaps the most common kind of meeting Highly informal

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What planning should precede a meeting?
Meetings can have at least six purposes:
To share information. To brainstorm ideas. To evaluate ideas. To make decisions. To create a document. To motivate members.

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What planning should precede a meeting?
A good agenda indicates
The time and place of the meeting. Whether each item is presented for information, for discussion, or for a decision. Who is sponsoring or introducing each item. How much time is allotted for each item.

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Sample Meeting Agenda

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When I’m in charge, how do I keep the meeting on track?
Help participants deal with issues in a timely and thorough manner. Make ground rules explicit. Pay attention to people and the process at hand. If conflict gets out of hand, focus attention on the group process.
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What decision-making strategies work well in meetings?

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Networking
In your own organization, reach out to people.
Go to lunch with co-workers. Meet at least one additional person a week. Seek out people in your department as well as those beyond it.

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Networking
Get to know people outside your organization.
Join community organizations. Take a course at a local college. Join a professional society.

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Networking

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Dot Planning Allows Groups to Set Priorities Quickly

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How can I be an effective meeting participant?
Prepare for meetings. Speak when you have the chance.
Make notes so that you can be succinct.

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How can I be an effective meeting participant?
While speaking
Show that you’ve done your homework. Link your comment to that of someone in power. Find an ally ahead of time and agree to acknowledge each other’s contributions at the meeting.

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What should go in meeting minutes?
Decisions reached. Action items, where someone needs to implement or follow up on something. Open issues —issues raised but not resolved. Who was present, wording of motions and amendments, and vote results.
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How can I use informal meetings with my boss to advance my career?
Plan 90-second scripts that you can use to give your boss a brief report on what you’re doing, ask for something you need, or lay the groundwork for an important issue.

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Do virtual meetings require special consideration?
Be aware of the limitations of your channel E-mail may seem more brusque Audio meetings lack nonverbal cues Videoconferences only show what the lens picks up Technology can fail

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