Unit Eleven Meetings.pptVIP

Unit Eleven Meetings How many kinds of meetings are there? What arrangements will you have to make for a conference? What should you do in a business meeting? Different kinds of meeting Study Objectives This unit revises some of the skills that are required when participating in meetings of different kinds and sizes. The relationships and behavior at meetings where many people are involved (as in a committee) or where just two people are involved (as in one-to-one meetings) are discussed and practiced. Background information Business people spend quite a lot of time in meetings, and meetings come in all shapes and sizes, ranging from formal committee meetings to informal one-to-one meetings. There are several reasons why meetings are held: reaching decisions more information is available different and unexpected ideas can be contributed The way a committee operates often depends on the chairperson: he or she may control the proceedings very strictly, or let everyone speak whenever they want. An effective chairperson should be flexible. In some committee meetings the members have to take a vote before a decision can be made: formal proposals or ‘motions’ may have to be tabled, seconded and discussed before a vote can be taken. Other meetings may require a consensus of the members: everyone agrees with the decision. Most meetings have an agenda. For a formal meeting, this document is usually circulated in advance to all participants. For an informal meeting, the agenda may be simply a list of the points that have to be dealt with. The purpose of an agenda is to speed up the meeting and keep everyone to the point. The agenda for a formal meeting must be organized in logical order. Taking minutes, and writing them up later, are special skills, involving decisions like ‘Do we need to know which person made every point?’ and ‘Is this point worth mentioning?’ Minutes usually report details of the time, date and duration of the meeting and the names of those present