1. Planning and Participating
in Meetings
Chapter 8 - The Office

2. Types of Business Meetings
Informal and Small Group Meetings
Informal meetings are set up as committee meetings
Multinational Meetings
Chapter 8 - The Office

3. Planning the Meeting
Agenda – topics to be discussed during the meeting
Minutes – the written record of the official business of a meeting
Follow-up items – reminder of tasks to do following the meeting
Chapter 8 - The Office

4. Before the Meeting Establish a meeting folder Determine a meeting time
Reserve a meeting room
Arrange for needed equipment
Notify the meeting participants
Use reminder systems
Key an agenda
Organize meeting materials
Prepare the meeting room
Chapter 8 - The Office

5. During the Meeting
Name of group, committee, organization, or business holding the meeting
Time, date, place, and type of meeting
Name of presiding officer
Members present and absent
Reading and approval of the minutes from the previous meeting
Chapter 8 - The Office

6. During the Meeting (cont.)
Reading and approval of the minutes from the previous meeting
Committee or individual reports
Unfinished business
New business
Time, date, and place of next meeting
Time of adjournment
Signature of the individual responsible for the minutes
Chapter 8 - The Office

7. Important Terms
Quorum – the minimum number of members that must be present to conduct business at a meeting
Adjournment – an ending or closing
Parliamentary procedures – guides for conducting meetings
Motion – a proposal formally made in a meeting
Second – indicate formally the support of a motion
Chapter 8 - The Office

8. After the Meeting Minutes are the official record of a meeting.
Prepare as soon as possible.
Thank-you letters to speakers or resource persons
Chapter 8 - The Office

9. Participating in Meetings
Leading
All employees use leadership skills in their jobs.
They meet deadlines, improve how the tasks are done, and work with people to get their jobs done.
They are assertive (positive or confident in a persistent way).
Chapter 8 - The Office

10. Participating in Meetings (cont.)
Brainstorming – offering ideas or suggestions in an effort to find a solution to a problem or to create a new approach.
Chapter 8 - The Office