BUSINESS MEETINGS

GROUP MEMBERS

AHSAN JAVED

M. MUSLIM

TAIMOOR ALAM

TARIQ KHAN

M. SHEHZAD

BUSINESS MEETING

A gathering in which a purposeful exchange or

transaction occurs among three or more people with a

common interest, topic, or problem.

PURPOSE OF BM

o Know purpose of meeting.

o Discussions related ACTION.

o Aware of powers and responsibilities.

o Definite plans and duties.

PREPARATION BEFORE BM

o Follow the etiquettes

o Be on time

o Avoid electronic distraction

o Recap meeting agenda

o Prepare to be productive

o Seriousness matters

TYPES OF BM

o Informational Meetings

o Problem-Solving Meetings

o Suggested-Solution Meetings

LIST OF INVITEES

o Participants can be who:

• Have valuable information or good ideas

• Can approve the results

• Represent divergent views

• Are vital to the success of the decision

• Secretary to record time or minutes.

AGENDA OF MEETING

o State the problem properly, as a question of fact, value,

or policy.

o include all relevant detail in the announcement.

o including topic, date, time, place.

o Responsibilities of the participants.

WORKING PAPER

• Papers to share ideas

• Elicit feedback before a meeting.

• Includes briefs about agenda

HOW TO START

o In Informal meetings:

• Brief introduction

• Maybe meet previously

• Simple recap

HOW TO START

o Formal Meetings:

• Proper Introduction

• Distribution of Handouts

• Agenda Discussed

• Minutes assigned

• Purpose of meetings

PRACTICAL EXAMPLE

• To obtain several possible solutions or suggestions for the

participants current challenges or problems.

QUESTIONS

• Did any one discover novel solutions that you have not previously

considered?

• Can you see any value in trying one of these suggestions?

• Do some of these suggestions trigger other ideas or solutions for you?

• What lesson does this teach us about reaching out to others for their

assistance?

DURING MEETINGS

o How to start proceedings:

• The presenter to do that

• Relating with subject of meeting

• Any other concern participant

CHEER THE MEETING

• The presenter.

• Person calling the meeting

• Informal and formal meeting priority

REPORTING

o Person taking important points

o Noting down queries

o Suggestions for issues

o Assistant or advisor

MINUTES

o summarize what took place at the meeting

o Format of the sample

• Name of Organization

• Board Meeting Minutes: Month Day, Year

• Time and location

• board members attendance

MINUTES IN BM

• Items or issues at any given time

• Include the date and time the meeting began

• Frequency of the meeting--weekly, monthly or quarterly

• Include previous minutes were approved

TIME KEEPER

o Person that measure time

o Keeps track of time

o Assistance of Instruments

o Time taken, Time remaining

o Events, meetings, discussions

TIME KEEPER

o May say things like:

“We've used up half our meeting time and have only covered

one item. We have ten more items to cover”

EXAMPLES

• Assistant or Helper

• Secretary

• Host

• Presenter

• Colleagues

Dos AND Don’t

• Do thank the group for their time

• Do Summarize what was accomplished,

• Do review and assign actions.

Dos AND Don’t

• Do actively participate in discussion.

• Don't interrupt anyone who is speaking.

• Do honor presenters by making them aware or their time

slot.

• Do not carry on conversations during meeting.

Dos AND Don’t

• Do set a convenient time and place for meeting.

• Do arrange to attend the entire meeting time.

• Do not start the meeting late.

• Do sure everyone knows the agenda.

Dos AND Don’t

• Don't forget to assign a recorder.

• Don't invite unnecessary people.

• Do turn off phones and pagers

• Do not turn on laptop (or PDA)

EXERCISE

• Helps the team learn about how each of them thinks,

get to know each other's values, and how they solve

problems.

QUESTIONS