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Chapter 18 Meetings

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WeLearn unveils a presentation on Meetings While convening a meeting it’s important to dress suitably and well. Be thoroughly prepared for the meeting. It is also important for the organizer to arrive at the venue 15 minutes in advance to ensure arrangements such as number of chairs,name cards, stationary, water and a copy of the agenda.

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Page 1: Meetings

Chapter 18

Meetings

Page 2: Meetings

The success of a meeting can directly be related

to the amount of time spentin its preparation

Page 3: Meetings

Conducting a meetingA meeting should be planned and prepared in advance for smooth flow and without wastage of time

Ensure availability of venue

Ensure participants attendance

Inform the agenda of meeting so that participants come in prepared

Ask for suggestion for whether additional topics should be included

Send an email/memo one day prior to meeting, stating time, venue& agenda

Give directions to the venue if not its not well-known

Page 4: Meetings

Dress suitably and well.

Be well prepared with the matter

Be confident

Arrive at the venue 15 minutes in advance to ensure arrangements

Number of chairsName cardsStationaryWaterCopy of the agenda

Page 5: Meetings

Chairperson directs the meeting

Start on time

Introduce himself

Ask others to introduce themselves

Agenda should be followed

Give an opportunity to the floor to express their views

Must be clear and concise

Keep a track of time

Page 6: Meetings

ChairpersonAddress any dissent or animosity

Stop secondary conversation

Summarise the discussion and arrive on a conclusion

Agree on a time and venue of the following meeting

A day after the meeting, a summary of the meeting should be sent to the attendees

Page 7: Meetings

Attending a meetingBe fully conversant with matters that are to be discussed

Read extra material if been asked to do so

Be on time

If you are late and the meeting is in progress, do not disturb. Walk in quietly.

Voice your thoughts and get involved in the meeting

Be clear and consise

Page 8: Meetings

General RulesBe clear and concise when putting forth your ideas

Respect the other’s point of view.

Do not humiliate or demean another point of view

Talk when given a chance

Do your home work before the meeting

If you have not been assigned a seat, ask for where to sit

Page 9: Meetings

Be on time

Stick to an agenda

Be conscious of your body language

Do not interrupt

Keep your jacket on during meetings

Keep your business cards in pristine conditions

Be discreet when exchanging them

Always carry your cards.


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