SUCCESSFUL BUSIAESS

AAD
CROUP MEE1IACS


SUCCESSFUL BUSINESS and GROUP MEETINGS

Meeting:
PurposeIul arguments between two or more people is called meeting.Meeting
is a Iormally arranged gathering. In a meeting, two or more people come together
Ior the purpose oI discussing a (usually) predetermined topic such as business or
community event planning, oIten in a Iormal setting.
In addition to coming together physically (in real liIe, Iace to Iace), communication
lines and equipment can also be set up to have a discussion between people at
diIIerent locations, e.g. a conIerence call or an e-meeting.
In organizations, meetings are an important vehicle Ior personal contact. They are
so common and pervasive in organizations, however, that many take them Ior
granted and Iorget that, unless properly planned and executed, meetings can be a
waste oI time and resources.
Because oI their importance, a career in proIessional meeting planning has
emerged in recent years. In addition, the Iield oI Meeting Facilitation has
Iormalized with an internationally-recognized "CertiIied ProIessional Facilitator"
designation through the International Association oI Facilitators (IAF).
Business Meetings:
A group oI people that sit together to review and resolve the problems Iaced by an
organization through proactive or dyadic arguments.
Group Meetings:
roup meetings are held to present the inIormation about the topic or matter oI
discussion.


KINDS OF MEETINGS
There are three kinds oI meetings that are;
InIormational meetings.
$uggested solution meetings
Problem solving meetings.

INFORMATIONAL MEETINGS:
InIormational meetings are held to make things clear and give detail oI
inIormation about something. This is a meeting where attendees are inIormed
about what is happening (with or without their blessing). While there may be a
Iacade oI conversation, it's primarily designed to inIorm. For new and starting
groups, holding an InIormational Meeting is an important step to solidiIying the
group. The session should be organized aIter you have talked to people, collected
names oI potential members, and spread the word about your Amnesty group.
Once your group is established you can periodically hold InIormational Meetings
to better incorporate new members you have been recruiting.
InIormational meetings are held to
Clarify the issue: iI there are any issues which need to clariIied or resolved
they are discussed in such type oI meetings.
Changes in reporting procedure: they are held to inIorm about any
changes that are done in an organization.
Changes in policies of company: they are held to inIorm about the new
polices Io the organization.
Announcement of new mission statement: iI the company is announcing
new mission statement then a meeting is held to tell all the employees oI the
company.
Whether a Iew people Iorming a new group or a larger number oI people
promoting an existing group organize the meeting, be organized and well prepared
so you create a good impression.

2 SUGGESTED SOLUTION MEETINGS:
It is held to receive the input or recommendation Irom the staII about any issue. In
this kind oI meeting the order goes
Problem recognition: Iirst oI all a problem is recognized in the organization
which is causing problem in the work.
Request for solution: the employer or the leader asks Ior the solution Irom
the employees Ior the problem.
Submission of suggestion: everyone in the meeting submit their solutions
Ior the problem.
unt for solution: brain storming takes place Ior the solution oI the
problem.
3 PROBLEM SOLUTION MEETINGS:
It is conducted to implement the solutions oI the problem. The order oI discussion
is
Problem: at Iirst the problem is told to all the members oI the meeting.
Solution: the solution oI the problem is discussed by brain storming.
Benefit: it is discussed that solving this problem what beneIits we get?
Action: Iinalize the action which should be taken to solve this problem.

LEADER
A leader is a person who possesses the ability to communicate the potential and
worth oI his subordinates in such a way that they start believing and seeing all that.
Kinds Of Leader
There are three kinds oI leaders
Authoritarian
eaderless
emocratic or participative
Authoritarian Leader:
Authoritarian leader is one who is bossy in nature and does not want to open
comments Irom his subordinates. The characteristics oI authoritarian leader are
Contempt Ior some members.
ominates the discussions.
Appreciates those who agree with the position.
$peaks a lot and loudly.
Issues orders and commands.
2 Leaderless:
eaderless person is completely dependent on his subordinates. His characteristics
are
elegates all the responsibilities.
Believed in shared leadership.
epends on talented people to run the meeting.
Can be successIul sometimes in case oI good team.
3 Democratic or Participative:
emocratic leader believes in getting opinion Irom others and involving
himselI practically in solving the problem. His characteristics are
ive the Iinal authority to group.
ives right to everybody Ior expressing his point oI view.
ClariIies the conIusions.
Achieve such a loIty proIile through work, work and work.
Help and Iacilitates the groups to make best decisions
PROCESS OF CONDUCTING MEETINGS
Planning steps beIore the meeting.
Procedures during the meeting.
Follow-up aIter the meeting.
Planning Steps Before the Meetings:
The steps that should be taken beIore the meeting are
#eview the problem and determine the precise purpose.
ecide who should participate.
Arrange Ior meeting date, time and place.
i REVIEW TE PROBLEM AND PRECISE TE PURPOSE:
A manager studies the problem deeply and he tries to Iind out all the possible
reasons. He also decides as to why meeting should be called? What the member are
suppose to talk about.

ii DECIDE WO SOULD PARTICIPATE:
The manager has to Iinalize the list oI very concerned person who should be called
in the meeting. He preIers to call those people who are directly related or aIIected
by the problem.
iii ARRANGE FOR MEETING, TIME, DATE, PLACE:
The manager has to announce a speciIic date oI the meeting. He has to choose
suitable time and the meeting should be conducted on suitable place.
Create An Agenda
An agenda is a road map oI a meeting which describes the core topics which have
to be covered in a meeting. A manager has to Iinalize the points to be raised in the
meeting
Distribute the Announcement of the Meeting
The manager has to announce the meeting through a memo which tells the
members the date, place, points and participants oI the meetings well beIore
meeting.
Check on Physical Arrangement
A manager is supposed to make sure that there is proper sitting arrangement,
lighting, ventilation and electronic visual aid. All these arrangements have to be
made beIore meeting.
2 Procedure During Meeting:
Begin with an opening statement
$timulate discussion
&nderstand the role oI participant
roup task role
roup building and maintenance role

3 Follow Up After the Meetings:
AIter the meeting their are two responsibilities oI all the leader:
istribute the minutes oI the meeting.
Maintaining the check and balance and nabbing the concerned department
Ior taking action.
MINUTES INCLUDE TE FOLLOWING TINGS
ame oI the organization department or group
ate Time, Place oI meeting
ames oI members present chairperson
$ignature oI the secretary who recorded the minutes

INDIVIDUAL PRESENTATION
Designing your presentation
Decide on your audience
Once you have chosen a topic Ior your presentation, you must consider careIully
your audience. What is the age range? What sort oI inIormation do you think they
will want to get Irom this presentation? Where do you intend to get your data
Irom?

2 Decide on content
What textual content are you going to use. #emember the text needs to be original
and not just copied Irom another source. What images are you going to create or
obtain Irom other sources? What sounds are you going to use? You should
consider recording voiceovers Ior a Iew slides and using pre-recorded sounds on
other slides. #emember, you are not expected to use all three Ieatures on every
slide.

3 Decide on the user interaction
How is the user going to move through the presentation (interact with it)? The best
way to show this is to create a design plan. This will show the data to be contained
on each slide and will show how the user can get to each slide.

4 Prepare production scripts
For each slide draIt out the data that you are going to display the text you are
going to use, where the image(s) are going to go, what Iorm the hyperlinks are
going to be (textual or hotspots) and where they are going to go. These rough
draIts will Iorm part oI your design notes.

Preparing your presentation
Design your slides
&sing PowerPoint, decide on a colour scheme or background layout and prepare
each oI your slides. It is a good idea to take 8.reen 8ot8 at each stage oI
development Ior one slide, to use as evidence oI how you designed the
presentation, when you do your report.

2 Put in animation, where appropriate
#emember that animation is not expected Ior every piece oI text or picture, and
will actually detract Irom a presentation, iI overused. However, used appropriately
animation can make an important contribution to any presentation.

1esting your presentation
Once you have prepared the presentation, you must test that it actually works in the
way you intended. It is a good idea to get someone else to use it and ask Ior their
comments on it. It may be that not all the hyperlinks work properly, or that the user
gets to a dead end and cannot get out oI it.
Assuming the presentation works perIectly, you may still want to revise the
presentation in the light oI comments you receive. For example, you may Iind that
two colours used Ior text and background do not contrast suIIiciently. II you are
looking Ior a merit, you should be able to provide evidence that the presentation
has been checked and revised.

riting your report
Obviously, it is expected that, in your presentation, you will meet all the
requirements in the pass criteria outlined earlier, in terms oI original text, images
and sounds. Your report should contain the Iollowing Ieatures:
O A clear description oI what your presentation is expected to do, what
audience it is intended Ior and what inIormation the audience could get out
oI it
O An outline (design plan) showing the user interaction. This may be a Ilow
chart or a tree diagram.
O Your rough notes showing the layout Ior each slide
O A word-processed account oI how you created the presentation, showing a
slide being built up Irom scratch, with screen shots as evidence, and an
explanation oI how hyperlinks were inserted.
O vidence that you have checked your work
O A printout oI all the slides used in the presentation. They do not need to be
on separate pages, but can be joined together, six slides to a page, with hand-
written annotations around them
O An evaluation oI how well you completed your work, with suggestions Ior
improvement and a description oI any problems you encountered.


These are some oI the points through which a person or group make business
meetings successIul.