PowerPoint presentation under guidance of
Dr. Savita Ubba
Associate professor,
PhD in marketing & Gen. management
ARVIND SINGHAL(48)
NIDHI AGRAWAL(42)
M.B.A. GENERAL(2019-2021)
HARYANA SCHOOL OF BUSINESS
GJUS&T,HISAR
Meaning and definition
Types of meeting
Rules of meeting
Purpose
Written documents for the meeting
Prepare for the meeting
Meeting etiquettes
Advantage
Disadvantage
Conclusion
A meeting is defined as the gathering of two or more
than two persons of a company by a prior notice and
mutual agreement at an agreed place and time for
transacting some lawful business of the company.
“A concurrence or coming together of at least a
quorum of members by previous notice or mutual
agreement for transacting business for a common
interest is a meeting”.
-K.KISHORE
Status update meetings is one of the most
common meeting types. This category
includes regular team and project meetings,
where the primary goal is to align the team
via updates on progress, challenges, and next
steps. Commonly found group activities in
these kinds of meetings are problem
solving, decision making, prioritization,
and task assignment.
Presentations, panel debates, keynotes, and lectures
are all examples of information sharing meetings.
The primary goal of these meeting is for the
speakers to share information with the attendees.
This could be information about things
like upcoming changes, new products and
techniques, or in depth knowledge of a domain.
Visual communication tools, like slides and videos,
are powerful tools for making the shared
information more memorable.
The vast majority of business decisions are made by
groups in meetings.There are different types of
group decision making processes, and care should be
taken to choose a process that best matches the
situation. A decision making process can include
group processes like information gathering and
sharing, brainstorming solutions, evaluating options,
ranking preferences, and voting.
The key objective for problem solving
meetings is to find the most optimal solution or
reach the best compromise that can resolve an issue
facing the group or organization. In order to do this
the group first has to identify possible solutions, and
then evaluate these based on relevant requirements
and criteria.
Innovation meetings and creative meetings often
start with thinking outside the box, by sharing
ideas in a broad scope. Meetings where the main
focus is to come up with new ideas, designing or
redesigning products, or developing entirely new
approaches for your business, can all be defined
as innovation meetings.
All meetings should contribute to team building,
strengthening relationships and corporate culture.
However, now and then team building
activities should be the main focus for a meeting.
Have participants feel like essential parts of their
unit, team, department, branch, and company has all
kinds of positive impact on their engagement,
performance, and satisfaction.
I. Formal meeting
II. Annual general meeting
III. Board meeting
IV. Departmental meeting
V. Informal meeting
Should of conducted only when it is necessary
Assign a meeting organizer and facilitator
Share a calendar invite including all information
required to join the meeting
Ensure the availability of materials and/or
equipment needed in advance
Share an agenda in advance, stating the aim of the
meeting and discussion questions
Ask all attendees to speak slowly and clearly,
particularly if meeting online
Ask all attendees to practice active listening and
avoid distractions
Limit the discussion time of each item to reach
the end of the agenda
Give everyone the opportunity to participate
with inclusive practices
Assign an attendee to take meeting notes
Conclusion of the meeting is summarized so that
each one understands the summary of the
proceedings.
Meeting should be closed on a pleasant note.
To instruct a group for specific purpose
To solve a conflicts
To understand a situation, exchange ideas and
experiences
To inform, explain, present ideas
To give and get feedback on new ideas
To learn from others and train them
To plan and prepare for action
To discuss and solve problems relating of business
activities.
Procedure to send
Notice Duration of notice
notice
On whom the Notice of
Subject matter the meeting
notice is to be
of notice of directors
served?
Agenda is an ordered sequence of items too be
discussed in formal meeting. The main objective of
agenda is to familiarize the participants with the
topics to be discussed and the issues to be raised
during the meeting. Following points should be taken
into consideration while drafting agenda:
It should be clear and specific
It should be circulated on time.
It should clearly define the topics to be discussed
during the meeting
A record of the decision taken at a formal meeting is called
minutes. Meetings are the record of work done and
decisions taken. They must b clear and precise because they
are meant for future reference. The minutes are legal
documents and can be produced in a court as legal evidence.
Essential point in minutes:
1. Name of the body and nature of the meeting
2. Day and date of meeting
3. Time and place
4. Name of the chairperson and the other members present
5. Resolution
Prepare to attend the meeting
Select up the meeting place
Minutes of meeting
Start the meeting
Conduct the meeting
Record ideas and notes on flip chart
Keep the meeting focused and moving
Closing and follow-up
:
Try to find out what the meeting is all about.
Never attend meetings without a notepad and pen.
Always keep your cell phone on the silent or vibrator
mode.
Do not attend phone calls during meetings unless it is
an emergency
Sit wherever you find a place. Do not run here and
there.
Avoid taking your cups of coffee or tea to meeting
rooms unless and until advised by superiors.
Fiddling with pen or notepad is one of the major
distractions in meetings.
Use Whiteboards, projectors, graphs, pointers,
slides for better clarity.
Do not convert the meeting room into a battle
ground. Speak politely and do respect your
colleagues.
Never attend meetings in casuals.
1. Save time
2. Addressing groups
3. Social and emotional
support
4. Cope up with
information explosion
5. Idea development
6. Bolder decisions
7. Various interest
groups represented
8. Democratic process
1. Time consuming
2. Inability to arrive at decision
3. Lack of seriousness
4. Expensive
5. Formalities
6. Difficult to control
At last we would like to conclude our
presentation by saying that frequent meetings
are a symptom of bad organization. So the
meetings should be fewer and thus it will lead
to better results.
