Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–1 This is the prescribed textbook for your course. Available NOW at your campus bookstore!

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–2 Meetings  Topics Discussed:Chapter 5 Reasons for meetings Types of meetings Meeting structures and leadership Participating in, organising and conducting a meeting Recording Following-up meeting outcomes

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–3 Why do people meet?  People meet to: Share ideas Coordinate activities Negotiate solutions Plan policy and implementation strategies Develop new procedures Foster team spirit

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–4 Effective Meeting Skills  Organisational skills: Planning Informing Preparing Following-up  Interpersonal skills: Active listening Questioning Using appropriate non- verbal communication Demonstrating cultural awareness

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–5 Evaluating Meetings  Effective meetings: Have a clear purpose Are well planned Involve the participants Result in action

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–6 Types of Meetings  Formal/Informal  Internal/External clients  Face-to-face/At a distance  Individual/Small group/Large group

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–7 Organising a meeting Plan Record Conduct Organise action Follow-up

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–8 Planning a Meeting  Determine the purpose  Organise the venue  Inform the participants  Prepare and circulate the agenda and documentation  Check things on the day

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–9 Conducting a Meeting  Consider your purpose and audience and decide on the most effective: Type of meeting Management/leadership style Facilitation strategies Recording process Ways to follow-up meeting outcomes

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–10 During the Meeting 1.Establish the purpose of the meeting 2.Specify the outcomes 3.Get agreement on the process and rules 4.Facilitate participation 5.Maintain focus 6.Pull the issues and outcomes together 7.Get agreement on action 8.Record decisions

Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 5–11 Record decisions and follow up  The minutes record the proceedings of a meeting and provide a basis for action  Any decision on action should address what, who, how and when  Summarise the actions and check that everyone understands what they have agreed to do