MANAGING MEETINGS

DR SMRITA SINHA
AMITY BUSINESS SCHOOL

Reasons for meetings to be

held.
Meetings are a regular part of organizational life,
especially if you are a member of a team.
Sharing information
Solving problems
Planning
Providing updates
Feedback meetings
Feedforward meetings- where participants look
ahead, instead of looking towards the pastdiscuss schedules for the immediate future and
coordinate activities.

Planning meetings

Start with the objective

Make sure you need a meeting.
Identify key participants
Distribute an agenda and information
in advance.
Choose an appropriate setting

Outline for the meeting

agenda
Date
Start and end time
Location
1 Call to order
2 Roll Call
3 Approval of Last Meetings Minutes
4 Chairpersons Report
5 Committee Report
6 Old Business
7 New Business
8 Announcements
9 Adjournment

Developing meeting agenda

Answer the questions- when people receive
your agenda, they will have questions about
the meeting. Where will the meeting be
held? When it is scheduled?... A well written
agenda answers all these questions.
Establish definite start and end timesshorter meetings yield better participation.
Organize the topics
List estimated time for each agenda item.
Circulate the meeting agenda in advance.

Scheduling meetings
Avoid conflicting events and
schedules
Use scheduling software to find times
when most participants are free
instead of going from office to office.
Avoid the dead zones- certain times
of the day are dead zones- periods
when most people are not at their
best (Monday mornings).
Use mornings and afternoons

Concluding meetings and creating

action plans
Summarize the discussion and
decisions
Identify specific actions
Assign responsibility
Set deadlines
Follow up