Business Meetings : Purposes People meet to share information about the business Provide team progress updates Solicit and provide input Make decisions Solve Problems Maintain and sometimes end relationships

Comparison of Four Meeting Formats Face-to-Face Meetings In-person meetings for any number of people Conference Calls Audio conference calls for people in two or more locations Online Meetings Web-based meetings using a service such as WebEx Videoconferences Video-based meetings using smartphones, desktop programs, or dedicated services

How to Plan a Meeting 1. 2. Identify your purpose 3. Determine whether a meeting is necessary 3. Decide who should attend 4. Prepare an agenda 5. Arrange logistics

Logistics for Face-to-face Meetings Schedule a room Send an online meeting invitation Check the seating arrangement Send materials in advance Check the technology Welcome people

Logistics for Virtual Meetings Prepare the main meeting room Send instructions with your meeting invitation Practice using the technology Log on five to ten minutes early Bring all contact numbers Have a backup plan

Facilitating a Meeting Follow Agenda An efficient leader begins and ends meetings on time 2. Encouraging Participation Good facilitation is key to keeping a meeting on track and achieving its objectives 3. Facilitate Discussion

Participating in Meetings All Meetings Virtual Meetings Arrive on time and prepared. Don’t bring food. Turn off your smartphone. Introduce yourself to new people. Avoid side conversations. Participate fully. Don’t interrupt others. Stick to relevant topics. Stay focused and engaged. Support others’ comments. Disagree respectfully. Practice with the technology. Avoid loud plaid or striped clothing. Log on a minute or two early. Minimize background noises. Mute your phone when you’re not speaking. Avoid multitasking. Allow a little extra time before you speak, and state your name. Speak and act naturally.

Defining Minutes Minutes are an official record of the meeting They summarize what was discussed They summarize decisions that were made not what was said by members The summarize what actions participants will take