12-1

To review performance

To discuss business planning

To get feed back of employees

To analyze or solve a business problem

To achieve a training objective

To communicate essential information

12-2

To provide positive motivation to employees To ensure that everyone has the same

understanding business process of the organization

To get feedback of market place To launch new products To generate new ideas or concepts from

employees To involve employees in business planningMeetings can be routine meetings (say a

periodical review - TIME BOUND)OR emergency meetings ( resolving the ISSUE is the priority) 12

-3

No agenda Inconvenient time Too short notice period to attend the

meetingThe room was too smallAudiovisual equipment was not

orderedThe meeting room was not set up

correctly

12-4

Meeting had no agenda

Meeting was to long

• Meeting was Boring

• Only the boss talks we do not get to participate

• Meetings did not start on time

• Loss of valuable time spent in travel & cost to be the

company

• Bad language and shouting at meetings

• No learning from meeting

• De motivation from meeting

12-5

Leader did not follow the agenda

Leader monopolized meeting

Leader was not confident

Leader did not facilitate communication among all participants

Leader was reading slides

12-6

Participants were unprepared Some participants contributed too muchSome participants contributed too littleSome participants were disruptive or

uncooperative, either intentionally or unintentionally

Some participants did not come in timeSome participants sleep with eyes openDuring a meeting some people

physically sit and carry their own task quietly this is not desirable. 12

-7

Decisions are not implemented

Assignments agreed to by participants are not done

Recommendations are not passed on

Suggestions are taken but not implemented

12-8

What is the objective?Key issue to be discussed ?Who should attend?When and where will the meeting be

held?What materials, equipment,

refreshments, and room layout are required?

What should the agenda be?

12-9

Center table layout-for small group

U-shaped layout-for large group

Classroom layout-for large group

12-10

Depending upon number of participants lay out can be decided as follow

Time of meeting Length of meeting Location of meeting List of participants Subject of meeting

Items to be covered

Pre-meeting

preparation

12-

11

Always inform people in advance about

the purpose of the meeting

Send them formats in advance so that

they come well prepared

Allow people to participate/present

Make meetings a two way

communication than one way

presentation

12-12

Reach venue in advance to manage if arrangements are not proper

Start meeting on time Make opening remarks Move to the first agenda item Facilitate balanced participation Stick to the agenda to keep discussion

on track, and to keep meeting under control

Do not read slides, interpret them Ask questions to ensure two way

communication, and to ensure learning Close at the appropriate time

12-13

In an Indian context people often jump from

one language to another, midway in a meeting.

If everyone out there understands this second

language, it is fine.

Even if one person does not know someone has

to suitably interpret this. Chair person can

himself do this or can ensure that it is done.

Example-People form south may not

understand Hindi so explain them in English

Conduct meeting in language which

everybody understands12

-14

Establish the right tone

Look confident

Identify any participants unknown to

the group, introduce them to group

Offer background comments that

might prove useful

Review the objectives of the meeting

Identify any time constraints

12-

15

12-16

Summarize the discussion of the meetingList down key action points to be followedLeave your people motivatedTake commitment for implementation of

plan/improvement in performance/achieving target

Fix dead line for task givenPeople should feel they have learned out

of meeting

Prepare the minutes of meeting as soon

as possible after the meeting and send it

to all concerned

12-

17

Thanks

12-

18