Business Meeting

Presented By

Mr. Mohsin Ummad KhanMr. Muneeb AlyasMr.Usman Khan

Meeting

Make a focus statement.

Ensure that meeting roles are understood.

Ensure the group/team uses an agenda.

Take time to prepare, participate, and

perform.

According to Dr. Sathi

“A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement”

By Effective Meeting:

Achieve organizational outcomes.

Can generate ideas & Solutions.

Make batter Policy statement.

Gives new targets & aims.

Low time and money consumption.

?When we need

to held meetings?

A meeting should only be conducted

when there is a specific objective.

Objective could be a action

Forming a new group or team. Starting a new project. Needing to accomplish an objective

beyond the scope of one individual. Solving a problem or improving a

process. Making a group/team decision.

Objective could be informational

Presenting a management message. Advising of a change in focus, policies,

procedures, etc. Motivating group/team members. Welcoming a new leader or member. Recognizing outstanding performance. Learning from mistakes.

?Is meeting

necessary for these objective?

Many times meetings are not necessary.

Often we could achieve the same

objective by sending couple of emails.

Meeting is necessary

When we need people from multiple departments to generate ideas together.

Clear communication requires a face-to-face presentation.

We need to build similarity between team members.

We expect the objective will be controversial. Issue is urgent and decision is more important. Other attempts at reaching the objective have

been unsuccessful or are taking too long.

?Now! How to plan

a meeting?

When you have decided that a meeting is the

best choice for achieving your objective, then the nest decision is, “Who

should be there or not?”.

Who should be there or not?

Are they important to the discussion?

Do they have expertise that we will need

and there is no alternative.

Do organizations internal politics require

this person?

Do I expect questions to arise during the

meeting that only this person can answer?

?What will be the

Agenda of meeting?

Agenda is not just only a single

statement that show the objective or purpose of the

meeting.

Agenda is a tool for:

Identifying missing things.

Ensuring everyone has the information.

Right person comes to the meeting.

Managing the meeting in operation.

Confirmation of the date, time, and

location.

The Agenda Format

?Is there any record of the

meeting?

Minutes of the Meeting

Yes! Meeting has written record which is called

minutes of meeting, that is used to inform attendees and

non-attendees of the actions during

the meeting.

Minutes usually include

The names of the participants. The agenda items covered. Decisions made by the participants. The follow-up actions committed to by

participants. Due dates for the completion of

commitments .

?How to organized

a meeting?

Organizing the Running Meeting

During the meeting make sure:

Make sure everyone has a copy of the agenda.

Someone assigned for minutes of the meeting.

If something comes up that is not on the agenda,

assure the group that you will capture that topic

or item for later discussion.

During the meeting make sure:

Make a decision so you can move on.

Agree to stay longer if they want to continue the

discussion.

Agree to postpone the decision on this topic to a

later time so you can stay on time

At the end of the meeting:

Thank everyone for their participation Summarize any final points and what

the next steps will be Let them know when you will have

meeting minutes or notes available Let them know when you will deliver

?Is there any other thing need to do?

There are certain tangible aspects of effective meetings that should be considered as productive as possible, if you

want the best attendance.

Tangible aspects are:

Meeting Location:

› Convenience› Comfort› Suitability

Tangible aspects are:

Seating Arrangement:› Best arrangement

would be to set the chairs and tables up in a 'U* shape so that everyone can easily see and listen to each other.

Meeting Preparation:

Must be send out a reminder email to all of the attendees.

Bring copies of any supporting information.

Pack a box the day before, for example if need white board markers, Name tags or pads of paper.

?How many meetings

are held by a business ?

There is not a specific amount for a business to do a meeting because it

depends on the nature of the business. But some

type of meeting are necessary.

Type of Meeting: Formal Types

A pre-arranged meeting time or schedule. An agenda A set of minutes - a written record. A chairperson - to lead, co-ordinate or control. An administrator or secretary. An agreed process and procedure.

Informal Types Unstructured discussion. No procedures or process. Anyone taking the lead. The noting of action points.

1. Formal Meeting Types:

1. Board Meeting2. Annual General Meeting (Agm)3. Extraordinary General Meeting (Egm)4. Standing Committee Meeting5. One-Off Committee6. Public Meeting7. Conference Meeting8. External Meeting

1.1 Board Meeting

Once a month

Directors of company attend the

meeting.

Discuss company business.

Future direction of the company.

1.2 Annual General Meeting:

In short form is called AGM

Compulsory yearly meeting for listed

company.

All directors and shareholders attend

the meeting.

1.3 Extraordinary General Meeting.

In short form is called EGM. At any time of the year Give notice to shareholders. For voting on proposed plans.

1.4 Standing Committee Meeting

Standing committee is part of Board of

Directors in the company.

Approve the proposed bonus payment

and salary adjustment.

1.5 One-Off Committee

Decisions on local matters.

› Facilities Update

› Company Officers update

Set of responsibilities and authorities.

Committee diction are published.

1.6 Public Meeting:

Held for seeking the opinions of the public.

If development plan of the corporation will affect people in a town.

1.7 Conference Meeting

Speakers from different corporations to

share their expert knowledge.

Take place over a few days.

Usually takes the form of

presentations.

1.8 External Meeting

Must contribution of two or more different parties.

Negotiation on merger and acquisition matter.

Participants protector their responses.

2. Informal Meeting Types

One-on-One

Team Meeting

Informational Meeting

2.1 One-on-One

Just two people meet. Discuss business ideas. It may between manager and a staff

member .

2.2 Team Meeting

Must have a teem.

Discussing the project and issues.

A Meeting may be called suddenly.

2.3 Informational Meeting:

Join together to information .

Receive news about the company.

?Any Question?

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