While convening a meeting it’s important to thoroughly get prepared for the meeting. That includes many aspects. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/DistanceLearningSldShr Join us on Facebook: http://www.facebook.com/welearnindia Follow us on Twitter: https://twitter.com/WeLearnIndia Read our latest blog at: http://welearnindia.wordpress.com Subscribe to our Slideshare Channel: http://www.slideshare.net/welingkarDLP

1. Welingkar’s Distance Learning Division
CHAPTER-18
MEETINGS
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2. Welingkar’s Distance Learning Division
The success of a meeting
can directly be related
to the amount of time spent
in its preparation
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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
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 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
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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
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Chairperson
 Address any dissent or animosity
 Stop secondary conversation
 Summaries 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
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7. Welingkar’s Distance Learning Division
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 concise
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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
 Be on time
 Stick to an agenda
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9. Welingkar’s Distance Learning Division
 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.
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