lecture 10 business meetings

8/8/2019 Lecture 10 Business Meetings

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Lecture 10

Business Meetings


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Lecture Objectives Why are people attending more

meetings?

What to do before meetings?

What to do during meetings?

What to do after meetings? Video: Meetings under control


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Why are people attending more

meetings than before? Flattening of workplace hierarchies.

Businesses are becoming more team-

oriented. Decision making is more consensual.

Management tends to be more

participative.


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Common complaints about

meetings:

High frequency

InappropriatenessDecrease in productivity

Waste of time


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Do meetings have to be traumatic?


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Instead of treating meetings as

thieves of your valuable time, seethem as golden opportunities

to demonstrate your leadership,

communication and problem solving

skills.

Proper Approach to Meetings


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Valid Purposes of

Meetings Share information

Brainstorm ideas

Evaluate ideas

Make decisions

Create a document

Motivate members


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Planning Productive Meetings

i. Decide on the necessity of a meeting

Call for meetings only if the topic is

important, cant wait & requires anexchange of ideas.


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Planning Productive Meetings

ii. Select the right participants

Invite key decision makers, those

who can contribute, responsible forimplementation & representatives

of groups who will be affected


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Choose an Appropriate

Location & Timing Identify location & reserve it

Hold work sessions meeting early for

higher productivity

Plan seating arrangements

Pay attention to details such as roomtemperature, lighting, ventilation,

acoustics & refreshments


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Set & Distribute Agenda

in AdvanceA good agenda should indicate :

Date & place of meeting

Start & end times

Brief description of each topic, in order of priority,

names of people responsible for each topic

Proposed allocated time for each topic

Any pre-meeting preparation expected of

participants


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AGENDANTU Dinner & Dance (D&D) Committee Meeting

11 February 2010, 9.00-11.00amConference Room

______________________________________________________

1. Confirmation of Minutes of Previous Meeting

Person Proposed Time

2. D&D Programme Halim 20 mins

3. Event Sponsorship Vivek 10 mins

4. D&D Venue Djokovic 15 mins

5. Lucky Draw Kim Seng 10 mins

6. Any Other Business (AOB)

7. Chairs Summary & next meeting date


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Lecture 10Business Meetings


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Unproductive Team Members


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Keeping Meetings

UnderControl(Watch the VOD)


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Conducting Productive Meetings

(CONTROL)Convinced be convinced that a meeting isnecessary.

Objectiveset clear objectives, have anagenda & allocate time properly.

Navigate find ways to achieve desiredobjectives. Appoint a secretary and a recorder.Encourage balanced participation. Stop tangents.

Summarize points of consensus. Suggest path of

action.


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Conducting Productive Meetings

(CONTROL)

Time Management Stick to time allocated onthe agenda but be flexible sometimes.

Resolve Conflicts Allow members to air their

views. Explore issue & come up with a creative win-winSolution (winning solution).

Outcomes Ensure clear outcomes & that decisionsare made.

List Actions At the end of the meeting, list whowill be doing what by when.


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Following Up AfterThe Meeting


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Meeting Follow-Up

Write and vet the minutes; do not put offtoo long

Arrange with the secretary to distribute

the minutes of meeting Repair damaged relationships through

informal conversations

Follow up with members to see howthey are progressing on items assigned

to them


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Meeting Minutes

Include:

Date, place, and time

Members present/absent with apologies

Topics discussed

Decisions made

Follow up action required

Next meeting date

Time of adjournment

Signature of minutes writer and Vetter


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Sample of MINUTESMinutes of the Communications Advisory Committee meeting of the

Singapore Red Cross Society held on Thursday, 25 January 2010

from 11am to 2pm at the Haw Thorn House

Present:

Mr John Wong (Council Member, Singapore Red Cross and Chairman ofCommittee)

Ms Rose Lee (Director, Integrated Media Group)

Mr Goh Ah Song (Vice President, Corporate Marketing &Communications, SMRT Corporation Ltd)

Secretariat:

Ms Jini Loo (Secretary-General, Singapore Red Cross)

Ms Carol Tay (Manager, Corporate Communications, Singapore RedCross)

Ms Jenny Li (Executive, Corporate Communications, Singapore RedCross)

Absent, with apologies:

Ms Jane Wee (Director, Group Communications, Mediacorp Pte Ltd)


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1. Confirmation of Minutes of Meeting held on 27

November 2009

Members of the Committee confirmed that there wereno changes to the minutes of meeting recorded on 27

Nov 09.

2. Matters Arising from the Minutes

2.1 Amendments for Terms of Reference

2.1.1 Members of the Committee agreed that they

should meet regularly and as necessary to

review and evaluate the progress of the Societys

publicity efforts and provide recommendations for

improvements of changes.


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3 Decision Matters

3.1 Corporate Video Brief

3.1.1 Ms Jini Loo introduced the purpose of the

video and added that it must have a general

appeal to its audiences. However, the

Committee felt that it was not necessary to

produce a corporate video.

3.2 Corporate Communications Key Focus Areas

(2010 to 2014)3.2.1 Ms Carol Tay went through the four main thrusts

in communications for 2010 to 2014. She added

that SRC had always maintained good working

relationship with the media.


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4.1 Any Other Business

4.1 With no other outstanding matters, the meetingended at 2pm. SRC would advise on the date for

the next meeting. Preference was given to lunch

meeting.

Recorded by: Ms Jenny Li, Singapore Red Cross jli

Vetted by: Ms Carol Tay, Singapore Red Cross, 25

January, 2010 CarolT

lecture 10 business meetings

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