12

-1

 To

review performance
To discuss business planning
To get feed back of employees
To analyze or solve a business problem
To achieve a training objective
To communicate essential information

12
-2

 To

provide positive motivation to employees

To ensure that everyone has the same
understanding business process of the
organization
To get feedback of market place
To launch new products
To generate new ideas or concepts from
employees
To involve employees in business planning
Meetings can be routine meetings (say a
periodical review - TIME BOUND)
OR emergency meetings ( resolving the
ISSUE is the priority)

12
-3

 No

agenda
Inconvenient time
Too short notice period to attend the
meeting
The room was too small
Audiovisual equipment was not
ordered
The meeting room was not set up
correctly
12
-4

Meeting had no agenda

Meeting was to long
Meeting was Boring
Only the boss talks we do not get to participate
Meetings did not start on time
Loss of valuable time spent in travel & cost to be the
company
Bad language and shouting at meetings

No learning from meeting

De motivation from meeting
12
-5

 Leader

did not follow

the agenda
Leader monopolized
meeting
Leader was not
confident
Leader did not facilitate
communication among
all participants
Leader was reading
slides
12-6

 Participants

were unprepared
Some participants contributed too much
Some participants contributed too little
Some participants were disruptive or
uncooperative, either intentionally or
unintentionally
Some participants did not come in time
Some participants sleep with eyes open
During a meeting some people
physically sit and carry their own task
quietly this is not desirable.

12
-7

 Decisions

are not
implemented
Assignments agreed to
by participants are not
done
Recommendations are
not passed on
Suggestions are taken
but not implemented
12-8

 What

is the objective?
Key issue to be discussed ?
Who should attend?
When and where will the meeting be
held?
What materials, equipment,
refreshments, and room layout are
required?
What should the agenda be?
12
-9

Depending upon number of participants

lay out can be decided as follow

Center table layout-for small

group
U-shaped layout-for large
group
Classroom layout-for large
group

12-10

 Time

of meeting
Length of meeting
Location of meeting
List of participants
Subject of meeting
Items to be covered
Pre-meeting
preparation

12
-

 Always

inform people in advance about

the purpose of the meeting
Send them formats in advance so that
they come well prepared
Allow people to participate/present
Make meetings a two way
communication than one way
presentation
12-12

Reach venue in advance to manage if

arrangements are not proper
Start meeting on time
Make opening remarks
Move to the first agenda item
Facilitate balanced participation
Stick to the agenda to keep discussion
on track, and to keep meeting under
control
Do not read slides, interpret them
Ask questions to ensure two way
communication, and to ensure learning
Close at the appropriate time

12-13

 In

an Indian context people often jump from

one language to another, midway in a meeting.
If everyone out there understands this second
language, it is fine.
Even if one person does not know someone has
to suitably interpret this. Chair person can
himself do this or can ensure that it is done.
Example-People form south may not
understand Hindi so explain them in English
Conduct meeting in language which
everybody understands

12
-

 Establish

the right tone

Look confident
Identify any participants unknown to
the group, introduce them to group
Offer background comments that
might prove useful
Review the objectives of the meeting
Identify any time constraints
12
-

 Summarize

the discussion of the meeting

List down key action points to be followed
Leave your people motivated
Take commitment for implementation of
plan/improvement in
performance/achieving target
Fix dead line for task given
People should feel they have learned out
of meeting
12-16

 Prepare

the minutes of meeting as soon

as possible after the meeting and send it
to all concerned

12
-

Thanks

12
-