managerial communication session 29 meeting

7/31/2019 Managerial Communication Session 29 Meeting

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Welcome to

Managerial Communications

hk

Presenter: Prof. Rajsee Joshi

N.R. Institute of Business Management

GLS Institute of Computer Technology - MBA


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Topics Covered

What is Meeting

What makes Meetings Wasteful

How to Reduce Wastage

Notice for Meeting

How to Prepare Agenda

How to Prepare Minutes of Meeting

Table Manners for Meeting


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What the World says aboutMeeting?

A meeting is a group of people who meet by plan

and discuss or make a decision for a particular

subject

A committee that keeps minutes and loseshours.

People call meetings when they cant or wont

think of solutions themselves-otherwise they

might be held responsible for a decision. if you want a get a thing done, give it to one man;

if you dont want to get it done, give it to a

committee.

One either meets or one works. One cannot do-


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Findings published in Wall StreetJournal

On an average chief executive director spendsabout 17 hours each week in meetings

Senior executives spend an average of 23 hours

a week in meeting

Middle managers spend 11 hours a week

Senior and middle managers said only 56% of themeetings were productive. They added that a

phone call or a memo could have replaced over25% of the meetings they attend.


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Importance of Meeting

To present information to others

Points are discussed for the improvement ofperformance & productivity

To plug communication gap To remove the doubts

To formulate a policy

To fix targets

To ensure proper implementation of policies


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What makes Meetings Wasteful?

Poor Preparation: Most common reason for meetingsturning wasteful

Convenors are not clear what they want, do not

prepare agenda No one sounds convincing. Wheels are re-invented

Things that do not need any discussion arediscussed

Failure to Maintain Minutes:

No minutes are prepared and circulated or arecirculated very long after the meeting


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Incompetent Chairpersons: Chairperson isincompetent and unable to control

It is the chairpersons responsibility to keep the

meeting within limits of the agenda and ensureeveryones participation

Unable to exercise control because certainmembers are above them in power, positions &

prestige

Cunning Chairpersons: They convene meeting aftermeeting because they want endless discussions,not decisions

What makes Meetings Wasteful?Cont..


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Hidden Agenda and Shadow Boxing: Departmentaland Interdepartmental meetings may end up astime-consuming if there are hidden agendas

Bloated Committees: Some committees have atleast twice as many members as they should.

They come without making any preparation, theyattend without any contributions; they leave

without making any waves



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Absence of Key Players: They may not accept thegroups resolutions.

May at a later stage raise objections to the

decisions taken May show weaknesses in the resolutions that

none of those present may have noticed

Marathon Meetings: Meetings with jumbo agendas

When a meeting takes hours, over all efficiencycomes down dramatically



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How to Reduce Wastage?

Convene a meeting only if u must

Prepare a focused agenda

Prepare yourself thoroughly

May need to meet the parties separately beforethe meeting

Dissent politely with the boss or dominantattendee

Come up with quick solutions

If you are the boss, may need to go out of yourway to ensure participation


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Purposes and Kinds of Meeting

Informational Meeting

Suggested Solution Meeting/Problem-SolvingMeeting


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Notice of the Meeting

Every person concerned and entitled to attend themeeting must be summoned or given notice

Must contain all relevant material and particulars

relating to the time, day, date & place of themeeting

Must be clear, precise and unambiguous

Must be served in the prescribed manner and in

accordance with the rules if any


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VIKAS EDUCATIONAL INSTITUTIONS

Navrangpura, Ahmedabad 380009

Ph No. 26563698

18 Nov. 2010NOTICE

The third meeting of the Executive Committee willbe held at the Head Office of Vikas Educational

Institutions, at Navrangpura at 4.30 p.m. onSaturday 20th November 2010. The agenda isattached.

B. DaveSecretary

To: Members of the

Executive Committee


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Agenda of Meeting

Agenda is an official list of things to be done ordiscussed at a particular meeting

It is drafted by the secretary in consultation with

the chairperson A copy of the agenda is normally enclosed with

the notice and sent to all the members

It provides the potential participants with the

information needed to prepare effectively for themeeting


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Contents of Agenda

The exact place and date

The time for starting the meeting

The objective(s) of the meeting

The issues to be discussed and resolved

Indication of how attendees in general or specificones among them should prepare themselves forthe meeting


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The Excellent University

Law Garden, Ahmedabad

18 November 2010

NOTICE

The sixth meeting of the Board of Directors will be held at theconference hall at 5 p.m. on 20th November 2010.

Agenda is given below:

6.01 Confirmation of the minutes of the previous meeting.

6.02 Introduction of Dual Degree Programme.

6.03 Introduction of Communication Skills Course.

6.04 Spelling Bee Contest.6.05 Any other matter with the Chairpersons Permission.

Sharad

Secretary

To,

Director, Academic Committee and


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Minutes of the Meeting

The official record of the proceedings at a meetingis called minutes

Minutes should include only objective data and

not subjective generalities It is the secretarys task to take notes during the

groups deliberations and to provide minutes, a

written record of the groups discussion


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Types of Minutes

Narrative Minutes: Aim to capture the entirediscussion in a summary form

They record who said what when.

Decision Minutes: They record the decisions taken,the names of the people responsible forimplementing them, and the deadline by whichthey should take action.

The minutes will only record the decisions exceptin the cases where it is important to record clearlywho said what


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Preparation of Minutes

Does not mean writing down everything that issaid

Should be brief

Factual element should be exact

Emphasis should be given to items such asresponsibilities delegated to members, action thatis to be taken, main conclusions made, what is to

be done next and who is to do it

You can also record the no. of votes cast for or

against a proposal

Irrelevant details must be excluded


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Structure of Minutes

The name of the organization (if letterhead is notused)

Day, date, time and place of the meeting

The number of the meeting it is in series Classification of Meeting

(regular/monthly/special/quarterly/emergency/yearly)

The names of the chairperson and the secretaryof the meeting

Names of members present

Names of those who could not attend


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Structure of MinutesCont

Record of transactions:

Reference to minutes of previous meeting

Reports of actions on matters previously

presented to the group (old business)

Reports of actions on matters presented to thegroup

Place, date and time of the next meeting

The time of adjournment

Signature of the secretary and the chairperson


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Delivery of Minutes

Advantages

Infers the agenda for the next meeting

Presents clearly the discussions of the last

meeting

Stimulates to more thinking

Helps to take prompt actions

Gets chance to suggest corrections


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Effective Meetings via VideoConferencing

When we communicate, 10% of the meaning iscontained in words, 20% in the style of deliveryand 70% is contained in the non-verbal cues orbody language.

Thats the reason video conferencing in more

effective than tele-conferencing.


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Points to keep in mind

Proper camera placement is critical

Use your voice and body language effectively

Be careful how you dress

Slides can make or break a virtual presentation

Maintain face-to-face connection

Have a break often

Comfort is important


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Table Manners at Meeting

Dont Go Late at a Meeting

Dont Interrupt Others When They Talk

Dont Monopolize the Meeting

Dont Talk or Joke with your Neighbours

Dont Use the Phone

Dont Do Anything Unrelated to the Discussion

Dont Use Excessively Emotional Language Dont Disobey the Chairpersons Instructions and

Requests

VIKAS EDUCATIONAL INSTITUTIONS


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VIKAS EDUCATIONAL INSTITUTIONSNavrangpura, Ahmedabad 380009

Ph No. 2656369818 Nov. 2010

Agenda for the Third Meeting of the ExecutiveCommittee to be held at 4.30 pm on Monday, 22ndNovemeber 2010 at the conference hall

3.01 Confirmation of the minutes of the previousmeeting

3.02 Directors Annual Report

3.03 Analysis of 1stYear students result

3.04 Sankalan: Annual meet of alumni3.05 Any other Matter with the Chairpersons

Permission

B Shah


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Thank You

managerial communication session 29 meeting

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