GROUP MEMBERS
MUHAMMAD FAROOQ 3440
M. KHALIL HUSSAIN 3443
MUHAMMAD IMRAN 3441
MANAGING
MEETING &
CONFRENCES
DEFINITION OF MEETING
The act or process or an instance of coming
together; an encounter.
An assembly or gathering of people, as for a
business, social, or religious purpose.
“Two or more people come together for the
purpose of discussing a (usually)
predetermined topic such as business or
community event planning, often in a formal
setting.”
CLASSIFICATION
OF MEETING
FORMAL MEETINGS
INFORMAL MEETINGS
FORMAL MEETING
AND ITS TYPES
Organizational meeting
Operational meeting
TYPES OF MEETINGS
Status Meeting
Work Meetings
Team meeting
Adhoc meeting
Management meeting
Board meeting
One-on-one meeting
MEETING STYLES
Stand-up meeting
Breakfast meeting
Off-site meeting
Lunch meeting
Lab meeting
MEETING FREQUENCY
A one-time meeting
Recurring meeting
Series meeting
PREPARATION OF MEETING/
CONFERECE
Give the notice of meeting
Appropriate & skilled minute taker
Option for dates and venues
Invitation to full list of people
Time for discussion
Accommodation and refreshment
Preparation of minute taker
Preparation of agenda
Minute taker in arrangement
Preparation of paper work and reports
Make sure that minute taker is aware regarding distribution of any paper
Clarity for the performance of work
Provision of appropriate support
Basic Guide to Conducting Effective Meetings/ Tips
for Meeting Management
Select a moderator
Selecting Participants
Don't depend on your own judgment about who should come
If possible, call each person to tell them about the meeting
Follow-up your call with a meeting notice
Send out a copy of the proposed agenda
Have someone designated to record important actions
Agenda
Developing Agendas
Design the agenda
include the type of action needed
Ask participants if they'll commit to the agenda
Keep the agenda posted
Don't overly design meetings
Think about how you label an event
Opening Meetings
& Conferences
Always start on time
Welcome
Review the agenda
Will meeting recorder take minutes
Model the kind of energy
Clarify your role (s)
Establishing Ground Rules for
Meetings & Conferences
Four powerful ground rules are: participate,
get focus, maintain momentum and reach
closure. (You may want a ground rule about
confidentiality.)
List your primary ground rules on the agenda.
If you have new attendees who are not used to
your meetings, you might review each ground
rule.
Keep the ground rules posted at all times.
Before the Meeting to Ensure
Effective Meetings
Take minutes
Plan the Meeting
Make Sure You Need a Meeting
Ensure Appropriate Participation at
the Meeting
Evaluate the meeting
Distribute and Review Pre-work
Prior to the Meeting
DURING THE MEETING/
CONFERENCE
Participation of Minute Takers
Circulation of attendance sheet
Introducing of minute taker as a part of meetin
Continue to the agreed agenda
Clarification by minute taker
Break intervals in meeting
Summarization of the agreed actions
All issues are clarified during meeting
During the Meeting to Ensure
Effective Meetings
Effective Meeting Facilitation
Time Management
The most difficult facilitation
Ask attendees to help you to manage
time
when planned time on the agenda is
getting out of hand?
Meeting Room Setup
Classroom style
Theatre style
Conference style
U-Shape
Board room
Presentation in Meetings/
Conferences
What is it?
Why use it?
How to use it:
Before the Presentation
Understand
Decide
Plan
Practice
Be Early
During the Presentation
KISS (Keep It Short and Simple)
Make Your Points Strong
Use Visuals
Make Eye Contact
Build in Extra Time
Evaluations of Meeting Process
Get the feedback during the meeting
Satisfaction checks
How to Best Convey
Your Message
What is it?
Why use it?
How to use it:
A Speech or Lecture
A Workshop
A Discussion
A Group Activity
Use audio visual techniques
Managing Meeting Problems
Long-Windedness
Involving the Silent
Conclusion of Meeting
Closing Meeting & Conferences
Always end meetings on time
Review actions and assignments at the end
Clarify the meeting minutes and/or actions
After the Presentation Evaluating the
Overall Meeting
Leave 5-10 minutes for evaluation
Ranking of meeting by member
Have chief Executive ranked?
AFTER THE MEETING
Thank and debrief the minute taker
Appropriate support for any issue
Awareness of minute taker about reports
Preparation of draft minutes by minute takers
Checking and amendment of draft minutes
Furnishing the minutes within specified time
Helpfulness in future minutes
