2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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.

9. 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