Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Chapter 11 Planning Meetings and Conferences

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Business Meetings Scheduling and organizing Reserving a meeting room Sending notices Preparing agenda Conducting meetings Assembling materials Ordering refreshments, meals, and beverages Handling last-minute details

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Scheduling and Organizing Make a list of items to be dealt with before the meeting –Reserve meeting room –Assist out-of-town participants Hotel Transportation –Meeting announcement Keep track of responses Send follow-up reminders –Determine and order special equipment needs

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Scheduling and Organizing (continued) Checklist for in-house meetings –Room availability –Review calendar of those who are to attend Determine when all participants are free If unable to check other manager’s calendars, send notice for 1 st, 2 nd, and 3 rd choice –Schedule meeting and send information about meeting to participants Send reminders

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Reserving a Meeting Room Group size determines type of room and equipment –Video teleconference or regular room –Off-site Hotel close to airport (for out of town guests) Check facility–do they provide equipment rental, room setup, business center for fax, photocopies, computer workstations, etc.? Is lunch or dinner involved?

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Reserving a Meeting Room (continued) –Off-site (continued) Make reservation well in advance of meeting date Several days prior to meeting, check room reservation and setup Be alert of any changes and follow through Arrangement and atmosphere of room contributes to effective meeting –Is there good seating or any noise distraction? –Is lighting, heating, and ventilation adequate? –Can refreshments or a meal be served in the room?

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Sending Notices Announce as soon as possible and specify the following when sending notices –Purpose of meeting –Date, time, and location –Deadline for agenda items –What action to take if member will attend? –What action to take if member cannot attend?

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Sending Notices (continued) Time and type Details in notice

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Time and Type Determine best time to send notices –Don’t send too far in advance –Last minute informal office meetings–use or telephone –Formal meetings and conference– consider several month’s notice Registration form, formal letterhead invitations, or printed forms

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Details in Notice Use who, what, when, how long, and why guides for composing notices Be explicit and include everything essential –Agenda –Materials needed –Materials provided

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Preparing the Agenda Always have an agenda –An agenda is a list of topics to be covered during the meeting or conference Send to all members –Include names of participants, date, time and place of meeting, along with topics –Include timeframe and level of action to be taken for each topic If needing topics from members, send in advance to allow time for receiving replies before creating final agenda

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Formal Meeting Call to order Roll call Approval, amendments, or corrections of last meeting Reading of correspondence Reports Unfinished business New business Appointment of committees Nominations and elections of officers (once-a-year) Announcements Adjournment

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Informal Meeting Check-ins or warm- ups (optional) Review goals of agenda or purpose of meeting Review roles of members Review ground rules (optional) Discuss issues listed on agenda Review follow-up actions Closure Determine date and time of next meeting

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Assembling Materials Extra copies of agenda Up-to-date participant list Minutes of previous meeting List of standing and special committees List of actions not yet completed Letters, etc. related to agenda items Copies of materials to be distributed Other materials related to topics or issues

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Ordering Refreshments, Meals, and Beverages Know number of participants Morning meetings –Beverages and maybe fruit and pastries Luncheon meetings –Salad or light entree Afternoon meeting –Beverages and maybe cookies and fruit Dinner meeting –If not at company’s facility, consult with catering staff for suggestions

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Handling Last-Minute Details Conduct last-minute check of all details –Room facilities –Audiovisual equipment –Refreshments –Meeting materials –Miscellaneous Remain flexible

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Taking Notes Clarify extent of notes –Word-for-word or summary? Check notes with participants for accuracy Notes may later be used to prepare recommendation, etc. Prepare draft of notes for manager

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Recording Minutes Minutes are notes recorded for a more formal meeting –Serves as a record that an official meeting was held What discussions took place? What decisions were made?

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Recording Minutes (continued) Methods used for recording meetings –Notebook computer Record notes during meeting Format and edit after meeting –Tape recorder Verbatim record of meeting –Notebook Permanent record of meeting Record of actions taken and only motions and other few items must be recorded verbatim

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Following Up Check room for orderliness –Pick up any materials/food left in room –Enter appointments, send information to those absent –Handle requests resulting from meeting –Complete meeting minutes –See that equipment used is returned –Book room and equipment for next meeting Preparing Notes Preparing Minutes

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Preparing Notes Produce a draft while discussions are still fresh in your mind Follow the sequence of topics or issues shown on agenda Summary paragraph that includes –Date and place of meeting –Names of participants

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Preparing Minutes If taped –Listen to tape and take brief notes Write minutes immediately following meeting Create draft and submit for manager’s approval Include essential information Summarize actions

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Preparing for a Team Meeting Choose appropriate meeting time People on team may be from all levels of organization All members carry equal status Agenda may be very general, since team decides actual topics discussed

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Roles of Participants Team leader –Directs the meeting Guidance team –Two or more people from management with authority to make changes Project team members –Those taking part in decisions and voting on issues Facilitator –Makes the meeting process flow with ease Recorder –Prepare minutes; role is often rotated

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Starting the Meeting Team leader starts early Meeting begins/ends on time Warm-up Check-in Agree on the goals Review team roles Establish house rules

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Virtual Meetings Holding a meeting between two distant locations Audioconferencing Videoconferencing Direct broadcast video Computer conferencing Data conferencing Virtual conferencing

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Audioconferencing Conference calls by telephone Saves travel time and costs Maintains effective communication For small groups, speakerphones are convenient

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Videoconferencing Combines telephone and video Business is verbally and visually conducted, as if people were in same room Consists of camera, monitors, microphones, speakers, and PCs –Transmissions sent and received may be delayed by a second

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Direct Broadcast Video One-way video Transmitted from a single location to many receiving locations Helpful for making immediate announcements Examples –Announcement about a new product –Message from company president

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Computer Conferencing Uses networked computers –Used across the room or around the world –Messages are keyed back and forth –If all parties have the right equipment, computer conferencing can include audio and video Need software, cameras, and microphones adapted to their computers

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Data Conferencing Two or more persons interact visually and verbally while at the same time displaying text or graphics Uses PC and Internet Allows exchange of graphics, transfer files, use text-based chat programs, plus others

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Virtual Conferencing Space provided on Internet where users can post electronic messages to other users Exchange ideas and information Download files that take you on a virtual tour giving the feeling of being there

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ International Meetings Many aspects involved Become familiar with country and its religious beliefs and customs Learn names of major political leaders, sports figures, and other celebrities Use Internet for information

Procedures for the Automated Office, 6/e By Sharon Burton and Nelda Shelton ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ International Meetings Cont’d. Some of the things you might be required to handle –Liaison and protocol –Conduct tours to attendees and spouses –On-site typing and administrative services –Arrange lodging –Arrange exhibit and display space –Others?