meeting n conferences-jyoti

8/3/2019 Meeting n Conferences-Jyoti

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Meetings and Conferences


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Average CEO spends about 17 hours each

week in meetings

Sr. Executives spend an average of 23 hours

a week in meetings

Middle managers 11 hours in meetings perweek


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Senior and middle managers said only 56%of the meetings were productive. Phone

call or memo could have replaced over 25%

of the meetings they attend.


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Why people meet?

Present information Collaborate-Review, evaluate, discuss,

problem-solve, decide

Social reasons-Belong, achieve/makeimpact, to communicate


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Planning Meetings

Why ?

What ?

Who ?

When ?

Where ?


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Plan discuss and assign roles

Facilitator

Recorder

Leader

Participant

Time keeper


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Pre and post meeting Communication

Pre meeting:

Agenda

Participants

Time and place

Preparation of

material

List of audio/visual

equipment available

Requests for any

special needs

Post:

Decisions

Action Items

Open issues


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How to lead effective meetings

Starting Time

Opening Remarks

Getting down to business

Participation

Agenda

Closing


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Agenda

A list, plan, outline, or the like of

things to be done, matters to be acted

or voted upon, etc.


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How to Write a Meeting Agenda

Your agenda will include a list of items to be dealtwith. Follow the guidelines on the next slides toprepare an effective agenda.

1) Phrase each agenda item as an imperative For instance, not "Marigold" but "Resolve issues in

Marigold." This sets a mental framework for attendeesto actually do something.

2) Allocate time to each agenda item. This ensures that the meeting does not go too long.


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3) Exploit order

If one item is likely to smoke out information that will help

other items or make them pointless to address, do it first.

4) Address emotionally charged items early

Charged items require energy, and they're also dangerous.

Address them while everyone is fresh. Leaving them for

the end as a way of managing time doesn't actually work.The tension will only build if you leave them for the end.


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MeetingAgenda(sample)

Sometimesthe meetingis for a settime (e.g. 7-9PM) and the

items arelisted inorder bypriority.


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09.00 - 09.15 Welcome and Introduction

09.15 09.45 Objectives of the visit visitors view

09.45 10.45 The Software AG Group

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11.00 Break

11.00 12.00 Product Strategy & Vision

12.00 13.00 Business Infrastructure

13.00 14.00 Lunch

14.00 14.45 Enterprise BPM

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15.30 Software AG Process Focus

15.30 15.45 Break

15.45 16.30 Software AG SOA Enablement

16.30 17.15 Optimize for Infrastructure

17.15 18.00 NaturalONE Overview & Roadmap

18.00 Wrap Up

SAMPLE AGENDAObjective of meeting: Date:

Time:

Venue:

Expected Attendess:

Agenda Items


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Weekend

ConferenceAgenda

(sample)


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S No. Agenda for discussion Concerned Faculty

Action taken on last meeting

Update on International Conference Prof. Kamal Kishore

Placement update Prof. Amit Sareen

Teaching Quality Dr. Alok Saklani

Skills development for students Ms. Jyoti Doval/Dr. Deepankar

Chakrabarti

E-Cell update Ms. Shweta Jha

Community service Ms. Shilpa Bhaskar

Simulation Game Prof. E P Singh

Sample Agenda

Date: 15th December 2011 (Thursday)

Venue: Conference Room

Time: 4:00 pm

Faculty Members who are responsible for the activities mentioned in the agenda

above are requested to come prepared for their inputs during the discussion.


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Evaluating Meetings

Attendee evaluations

Internal evaluations


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Minutes

Most integral part of meeting mgmt

Details of:

What was discussed Who said what, and

What was finally decided

To be communicated

Post meeting review, Official record, understand point

one might have missed


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Tips to take better minutes

Carry a copy of agenda, use stop watch

If finished on time move one to next issue

on agenda

Timekeepers role-discuss before you start


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SAMPLE MOM


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Planning a conference


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Conference

A gathering of a particular set of

individuals invited to consult with, discuss

and/or to present information on a

particular topic or a set of topics in a

related subject or field for bettering of

relation and information exchange.


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Purpose

Coordinating activities Build morale

Secure agreements

Brief staff/clients

Solve problems Exchange information

Initiate policy

Product launch


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Conducting a conference

Data and time

Attendees

Conference content

Venus Facilities

Location Capacity


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Seating/Layout


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Theatre


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Class room


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Board room


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Hollow square


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U shaped


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Banquet style/Clusters


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Other facilities

Presenter facilities-Speakers, mikes, audio

visual aids, screen, board, flip charts etc.

Attendee Facilities-Seating, lighting,catering, break-up room, writing material

etc


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And.

Budget

Conference support

Extra curricular activities


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Video conferencing

Effective way to share

limited resources

Reduces travel expenses

Increase overall

productivity

Placement of camera

Practice / be familiar with

equipment

Use voice and body

effectively

Dress appropriately

Format the slides

Maintain face-to-faceconnection

Light the space

Break often

Be comfortable


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Web conferencing

Keep it simple

Keep it short

Get off to a quick start

Ask relevant questions

Use a specialist Complete pre-flight

checks

Start with the phone

Keep slides simple

Plan ahead for software

demos

Hire a professional

moderator

Test and retest

Use both views for

presentation

Anticipate glitches


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