© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 1

1 Effective Meetings

2 Meeting Roles and Responsibilities

3 Conferences and Conventions

14C H A P T E R

Meeting and Event Planning

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 2

Effective Meeting Qualities

●There is a definite need for the meeting.

●The purpose is stated clearly and understood by all participants.

●The appropriate people attend.

●An agenda is prepared and followed.

●All members participate.

●Productive outcomes result.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 3

Good Reasons for Meetings

●Group problem solving or decision making

●Clarifying an issue

●Sharing complex information with a group

●Communicating quickly with many people

●Showing progress to coworkers or teams

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 4

Meeting Types

Staff meetings Committee meetings Project team meetings Customer/client meetings Board of director meetings Conferences and conventions

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 5

Etiquette for International Meetings

Greet each person properly. Do not use first names. Disagree agreeably. Watch your body language. Show respect for everyone, especially those

in authority.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 6

Meeting Responsibilities

Several people play roles in a successful meeting.● Executive● Leader● Participants● Administrative professional

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 7

Executive’s Responsibilities

●Determine the purpose of the meeting.

●Set the objectives.

●Select the participants.

●Plan the agenda.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 8

Agenda

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 9

Leader’s Responsibilities

●Follow the agenda.

●Manage time.

●Encourage participation.

●Facilitate reaching decisions.

●Evaluate the meeting.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 10

Admin’s Responsibilities Before the Meeting

●Confirm or select a date and time.

●Select the room.

●Determine the seating arrangements.

●Order equipment, food, and beverages.

●Prepare materials for the leader and participants.

●Make final preparations.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 11

Admin’s Responsibilities During the Meeting

●Greet and introduce guests.

●Take notes for minutes.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 12

Admin’s Responsibilities After the Meeting

●See the room is returned to normal.

●Send follow-up messages.

●Make calendar notes.

●Evaluate the meeting.

●Keep notes related to the meeting.

●Prepare and distribute minutes.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 13

Participants’ Responsibilities

●Be prepared for the meeting.

●Respect the leader’s role.

●Listen to others without judging.

●Participate responsibly; don’t dominate.

●Be courteous.

●Take notes.

●Do any follow-up activities.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 14

Before a Conference

Plan carefully. Determine the location. Arrange for meeting facilities. Arrange travel and lodging for presenters. Design online registration. Prepare information packets.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 15

During a Conference

Run errands and deliver messages. Solve problems. Check room and meal arrangements. Check equipment needs. Handle other last-minute details.

Present a positive image at all times.Handle every situation with poise and confidence.

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 14SLIDE 16

After a Conference

See all equipment is returned. Assist with airport transportation. Prepare letters and expense reports. Ensure bills are paid. Help with conference proceedings. Participate in a post-conference evaluation.