Meetings and Conferences 1

8/8/2019 Meetings and Conferences 1

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MEETINGS ANDMEETINGS AND

CONFERENCESCONFERENCES



What is Meeting?? What is Meeting??

In a meeting, two or more people come togetherIn a meeting, two or more people come together

for the purpose of discussing a (usually)for the purpose of discussing a (usually)

predetermined topic such as business orpredetermined topic such as business orcommunity eventcommunity event



What is conference?? What is conference??

A highly structured, moderated meeting, like a A highly structured, moderated meeting, like a

presentation, where various participantspresentation, where various participants

contribute following a fixed agenda.contribute following a fixed agenda. Its usually a large gathering of persons whoIts usually a large gathering of persons who

meet to confer on a particular theme or tomeet to confer on a particular theme or to

exchange experience or information.exchange experience or information.



Difference between Meeting &Difference between Meeting &

conferenceconference usually the difference is one of scale. Meetings tendusually the difference is one of scale. Meetings tend

to involve just a few people, and often they're heldto involve just a few people, and often they're heldinin--house. Conferences involve more people;house. Conferences involve more people;

conferences can be inconferences can be in--house but more often they'rehouse but more often they'reevents that involve people from differentevents that involve people from differentbusinesses.businesses.

meetings can be formal or informal, butmeetings can be formal or informal, but

conferences are usually formal, and have aconferences are usually formal, and have aprogramme of activities planned.programme of activities planned.



MEETINGSMEETINGS

In a meeting, two or more people come togetherIn a meeting, two or more people come together

for the purpose of discussing a (usually)for the purpose of discussing a (usually)predetermined topic such as business orpredetermined topic such as business or

community eventcommunity event



Purposes of MeetingPurposes of Meeting

To solve a problem To solve a problem

To make a decision To make a decision

To develop a plan To develop a plan To gather or convey information To gather or convey information

To get a response to information To get a response to information



Types of Meeting Types of Meeting

Formal MeetingFormal Meeting

A formal meeting is a preplanned meeting. A formal meeting is a preplanned meeting. It has a predetermined set of topics that oneIt has a predetermined set of topics that one

wishes to discuss along with a set of wishes to discuss along with a set of objectives that one wishes to achieve at theobjectives that one wishes to achieve at theend of the meeting.end of the meeting.

Inf Inf ormal Meetingormal MeetingSuch meetings may take the form of Such meetings may take the form of

brainstorming or discussion session wherebrainstorming or discussion session wherestrictstrictagendas may not be necessary and minutesagendas may not be necessary and minutes

may not be kept.may not be kept.



Types of Formal Meeting Types of Formal Meeting

Annual General MeetingAnnual General MeetingAGMs are held once a year to assess theAGMs are held once a year to assess the

trading of the organization over the year.trading of the organization over the year.

All shareholders are invited to attend theAll shareholders are invited to attend theAGM but they must be given 21 days¶ notice.AGM but they must be given 21 days¶ notice.

Board MeetingBoard MeetingBoard meeting usually takes place once aBoard meeting usually takes place once a

month.month.

Directors of a company attend the boardDirectors of a company attend the boardmeeting to discuss company business.meeting to discuss company business.



Types of Formal Meeting Types of Formal Meeting Extraordinary General Meeting (EGM)Extraordinary General Meeting (EGM)

The directors can call an ExtraordinaryThe directors can call an ExtraordinaryGeneral Meeting (EGM) at any time of theGeneral Meeting (EGM) at any time of theyear.year.

The directors have to give adequate noticeThe directors have to give adequate notice

to shareholders for them to attend EGM.to shareholders for them to attend EGM.The purpose of EGM is for shareholders toThe purpose of EGM is for shareholders to

vote on proposed plans, such as issuance of vote on proposed plans, such as issuance of warrants.warrants.



Types of Formal Meeting Types of Formal Meeting

Standing CommitteeStanding Committee

Standing committee is part of Board of Standing committee is part of Board of Directors in the company. A few directorsDirectors in the company. A few directors

will form a standing committee.will form a standing committee.One example of a standing committee is theOne example of a standing committee is the

standing committee for remuneration. A standing committee for remuneration. A standing committee for remuneration has tostanding committee for remuneration has toapprove the proposed bonus payment andapprove the proposed bonus payment andsalary adjustment in the company.salary adjustment in the company.



Types of Informal Meeting Types of Informal Meeting

Departmental MeetingDepartmental Meeting

Meetings called by the head of the departmentMeetings called by the head of the department

or manager of certain section.or manager of certain section.

All staff will be invited to attend so thatAll staff will be invited to attend so thatinformation can be passed on.information can be passed on.

Working PartiesWorking Parties

It may be setup to work together on a specificIt may be setup to work together on a specific

project or problem.project or problem. At meetings,proress reports will be given andAt meetings,proress reports will be given and

decisions for further action taken.decisions for further action taken.



Who will Participate?? Who will Participate??

These questions provide a useful These questions provide a useful

filter for choosing Partcipants:filter for choosing Partcipants:--

W hose inputs do we need? W hose inputs do we need? W ho is needed to make a decision? W ho is needed to make a decision?

W hose consent do we need to move W hose consent do we need to move

forward?forward?



Etiquettes for Meeting

Dinner jacket or dinner on your jacket

First decide on how formal your meeting will

be. Advance warn attendees about specialrequirements, for example dress code, to ensure

people understand what·s expected and can

prepare accordingly.




Too many cooks ... and not enough bottle

washers

There is a skill in inviting the right people to ameeting. Only invite bosses, and the work will

never be done, so make sure you invite the right

mix of decision makers, experts, implementers

and stakeholders to enable post meeting action.




«. but too many cooks spoil the broth

The flip side to inviting the right mix of people

is that you may end up with an overflowing meeting room. As long as you get about 80% of

who you need, you·re doing well.




The 37 minute meeting agenda

Prepare a meeting agenda in advance andcirculate this to your attendees -

remember that meetings can come in alldifferent durations, so get people¶sattention by having weird durationmeetings. Meetings that start and finish

on time (or even early!), and achieve allobjectives outlined in the agenda will beappreciated by all, and will increase yourchance of a better meeting next time.




Empty barrels make the most noise

Good facilitation skills are important when

you have people fond of their own voice.

Use meeting ground-rules to help avoidspeaking for the sake of speaking. Ormaybe don¶t invite them in the first place!How about introducing stand-upmeetings? Brilliant for daily catch-up orreview meetings, as conversations shortenwhen legs tire.




Stop violent agreement

And here¶s another reason why this

is a great idea«.. and another« andanother. Do you really need to wastetime violently agreeing with eachother? It might be fun, but get

consensus and move on.




AOB

Let¶s be blunt - Any Other Business can

also mean Any Old Bull unless you keep

tight hold of the halter. Ask for AOB pointsat the start of the meeting and only givethem airtime if there is time. Check if anypoints have already been covered, then

get the group to priorities each AOB pointand put a time limit on them.



CONFERENCECONFERENCE

Its usually a large gathering of Its usually a large gathering of persons who meet to confer on apersons who meet to confer on aparticular theme or to exchangeparticular theme or to exchangeexperience or information.experience or information.



Types of Conference Types of Conference

Inf ormal ConferenceInf ormal Conference

The objective is to give information toThe objective is to give information tothe juniors.the juniors.

New policies, new technologies etc canNew policies, new technologies etc canbe conveyed down the line.be conveyed down the line.

This is a type of DownwardThis is a type of Downwardcommunication.communication.




Conference f or suggesting solutionConference f or suggesting solution

A problem or situation facing theA problem or situation facing thecompany is discussed with a possiblecompany is discussed with a possiblesolution.solution.




Problem Solving ConferenceProblem Solving Conference

Here there is no ready solution butHere there is no ready solution butideas are invited from the participantsideas are invited from the participantsand thrown open for discussion.and thrown open for discussion.




Conference f or trainingConference f or training

Training is an ongoing activity in aTraining is an ongoing activity in aprogressive organization.progressive organization.

Conferences are calls to trainConferences are calls to trainexecutives in new areas of expertise.executives in new areas of expertise.




Conference forConference for

budgeting/forcast/estimatebudgeting/forcast/estimate

When a company wants to set a targetWhen a company wants to set a targetand want the employee¶s co operation,and want the employee¶s co operation,such a conference is called.such a conference is called.

Taking in to consideration theTaking in to consideration the

company¶s overall goals, thecompany¶s overall goals, thebudget/forcast/estimate is discussed.budget/forcast/estimate is discussed.



Advantages of Conference Advantages of Conference

Different sides of common problem areDifferent sides of common problem are

presented.presented.

Doubts can be cleared.Doubts can be cleared.

New developments and new strategiesNew developments and new strategies

can be presented.can be presented.

Employees get motivated throughEmployees get motivated through

participation.participation. Views and Experiences are exchanged.Views and Experiences are exchanged.



Disadvantages of ConferenceDisadvantages of Conference

If an employee is called to a conferenceIf an employee is called to a conference

above his level of understanding he mayabove his level of understanding he may

feel out of place.feel out of place.

If Leader of the conference is illIf Leader of the conference is ill--prepared,prepared,he may not do justification to the issues.he may not do justification to the issues.

When employees are invited to aWhen employees are invited to aconference their self conference their self--importance mayimportance mayovershoot and the management mayovershoot and the management mayappear dependent on their views.appear dependent on their views.



BibliographyBibliography

Business CommunicationBusiness Communication

By Meenaksh RamanBy Meenaksh Raman

Prakash SinghPrakash Singh

Communication for BusinessCommunication for Business

By Shirely TaylorBy Shirely Taylor

Business CommunicationBusiness Communication

By V.K JainBy V.K Jain

Omprakash BiyaniOmprakash Biyani



BibliographyBibliography

www.associatedcontent.com www.associatedcontent.com

www.mftrou.com www.mftrou.com

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Meetings and Conferences 1