Managing Meeting & Confrences

GROUP MEMBERS
MUHAMMAD FAROOQ 3440
M. KHALIL HUSSAIN 3443
MUHAMMAD IMRAN 3441

MANAGING
MEETING &
CONFRENCES
DEFINITION OF MEETING
 The act or process or an instance of coming
together; an encounter.
 An assembly or gathering of people, as for a
business, social, or religious purpose.
 “Two or more people come together for the
purpose of discussing a (usually)
predetermined topic such as business or
community event planning, often in a formal
setting.”
CLASSIFICATION
OF MEETING
 FORMAL MEETINGS
 INFORMAL MEETINGS
FORMAL MEETING
AND ITS TYPES
 Organizational meeting
 Operational meeting
TYPES OF MEETINGS
 Status Meeting
 Work Meetings
 Team meeting
 Adhoc meeting
 Management meeting
 Board meeting
 One-on-one meeting
MEETING STYLES
 Stand-up meeting
 Breakfast meeting
 Off-site meeting
 Lunch meeting
 Lab meeting
MEETING FREQUENCY
 A one-time meeting
 Recurring meeting
 Series meeting
PREPARATION OF MEETING/
CONFERECE
 Give the notice of meeting
 Appropriate & skilled minute taker
 Option for dates and venues
 Invitation to full list of people
 Time for discussion
 Accommodation and refreshment
 Preparation of minute taker
 Preparation of agenda
 Minute taker in arrangement
 Preparation of paper work and reports
 Make sure that minute taker is aware regarding distribution of any paper
 Clarity for the performance of work
 Provision of appropriate support
Basic Guide to Conducting Effective Meetings/ Tips
for Meeting Management
 Select a moderator
 Selecting Participants
 Don't depend on your own judgment about who should come
 If possible, call each person to tell them about the meeting
 Follow-up your call with a meeting notice
 Send out a copy of the proposed agenda
 Have someone designated to record important actions
Agenda
 Developing Agendas
 Design the agenda
 include the type of action needed
 Ask participants if they'll commit to the agenda
 Keep the agenda posted
 Don't overly design meetings
 Think about how you label an event
Opening Meetings
& Conferences
 Always start on time

 Welcome
 Review the agenda
 Will meeting recorder take minutes
 Model the kind of energy
 Clarify your role (s)
Establishing Ground Rules for
Meetings & Conferences
Four powerful ground rules are: participate,

get focus, maintain momentum and reach
closure. (You may want a ground rule about
confidentiality.)
 List your primary ground rules on the agenda.
 If you have new attendees who are not used to
your meetings, you might review each ground
rule.
Keep the ground rules posted at all times.
Before the Meeting to Ensure
Effective Meetings
Take minutes
Plan the Meeting
Make Sure You Need a Meeting
Ensure Appropriate Participation at
the Meeting
Evaluate the meeting
Distribute and Review Pre-work
Prior to the Meeting
DURING THE MEETING/
CONFERENCE
Participation of Minute Takers
Circulation of attendance sheet
Introducing of minute taker as a part of meetin
Continue to the agreed agenda
Clarification by minute taker
Break intervals in meeting
Summarization of the agreed actions
All issues are clarified during meeting
During the Meeting to Ensure
Effective Meetings
Effective Meeting Facilitation
Time Management
The most difficult facilitation
Ask attendees to help you to manage
time
when planned time on the agenda is
getting out of hand?
Meeting Room Setup
 Classroom style
 Theatre style
 Conference style
 U-Shape
 Board room
Presentation in Meetings/
Conferences
What is it?
Why use it?
How to use it:
 Before the Presentation
Understand
Decide
Plan
Practice
Be Early
During the Presentation
 KISS (Keep It Short and Simple)
 Make Your Points Strong
 Use Visuals
 Make Eye Contact
 Build in Extra Time
Evaluations of Meeting Process

Get the feedback during the meeting
Satisfaction checks
How to Best Convey
Your Message
What is it?
Why use it?
How to use it:
 A Speech or Lecture
 A Workshop
 A Discussion
 A Group Activity
 Use audio visual techniques
Managing Meeting Problems
 Long-Windedness
 Involving the Silent
Conclusion of Meeting
Closing Meeting & Conferences

 Always end meetings on time
 Review actions and assignments at the end
 Clarify the meeting minutes and/or actions
After the Presentation Evaluating the
Overall Meeting
Leave 5-10 minutes for evaluation
Ranking of meeting by member
Have chief Executive ranked?

AFTER THE MEETING
Thank and debrief the minute taker
Appropriate support for any issue
Awareness of minute taker about reports
Preparation of draft minutes by minute takers
Checking and amendment of draft minutes
Furnishing the minutes within specified time
Helpfulness in future minutes

Managing Meeting & Confrences

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GROUP MEMBERS

MUHAMMAD FAROOQ 3440

M. KHALIL HUSSAIN 3443

MUHAMMAD IMRAN 3441

 Always start on time

Four powerful ground rules are: participate,

Evaluations of Meeting Process

Closing Meeting & Conferences

Leave 5-10 minutes for evaluation

Ranking of meeting by member

Have chief Executive ranked?

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