WeLearn unveils a presentation on Meetings While convening a meeting it’s important to dress suitably and well. Be thoroughly prepared for the meeting. It is also important for the organizer to arrive at the venue 15 minutes in advance to ensure arrangements such as number of chairs,name cards, stationary, water and a copy of the agenda.

1. Chapter 18
Meetings

2. The success of a meeting
can directly be related
to the amount of time spent
in its preparation

3. Conducting a meeting
A meeting should be planned and prepared in advance for smooth
flow and without wastage of time
Ensure availability of venue
Ensure participants attendance
Inform the agenda of meeting so that participants come in prepared
Ask for suggestion for whether additional topics should be included
Send an email/memo one day prior to meeting, stating time, venue
& agenda
Give directions to the venue if not its not well-known

4. Dress suitably and well.
Be well prepared with the matter
Be confident
Arrive at the venue 15 minutes in advance to ensure
arrangements
Number of chairs
Name cards
Stationary
Water
Copy of the agenda

5. Chairperson directs the meeting
Start on time
Introduce himself
Ask others to introduce themselves
Agenda should be followed
Give an opportunity to the floor to express their views
Must be clear and concise
Keep a track of time

6. Chairperson
Address any dissent or animosity
Stop secondary conversation
Summarise the discussion and arrive on a conclusion
Agree on a time and venue of the following meeting
A day after the meeting, a summary of the meeting
should be sent to the attendees

7. Attending a meeting
Be fully conversant with matters that are to be discussed
Read extra material if been asked to do so
Be on time
If you are late and the meeting is in progress, do not
disturb. Walk in quietly.
Voice your thoughts and get involved in the meeting
Be clear and consise

8. General Rules
Be clear and concise when putting forth your ideas
Respect the other’s point of view.
Do not humiliate or demean another point of view
Talk when given a chance
Do your home work before the meeting
If you have not been assigned a seat, ask for where to sit

9. Be on time
Stick to an agenda
Be conscious of your body language
Do not interrupt
Keep your jacket on during meetings
Keep your business cards in pristine conditions
Be discreet when exchanging them
Always carry your cards.