The document discusses best practices for conducting effective meetings. It recommends thorough pre-meeting preparation including setting objectives, creating an agenda, inviting participants, and distributing materials. During the meeting, the organizer should start on time, introduce the agenda, encourage participation, clarify decisions, and assign someone to record minutes. To close, the organizer should summarize key points, assign action items, discuss next steps, and thank participants. After the meeting, minutes should be distributed, follow-ups ensured, and feedback collected to improve future meetings.
The document discusses best practices for conducting effective meetings. It recommends thorough pre-meeting preparation including setting objectives, creating an agenda, inviting participants, and distributing materials. During the meeting, the organizer should start on time, introduce the agenda, encourage participation, clarify decisions, and assign someone to record minutes. To close, the organizer should summarize key points, assign action items, discuss next steps, and thank participants. After the meeting, minutes should be distributed, follow-ups ensured, and feedback collected to improve future meetings.
The document discusses best practices for conducting effective meetings. It recommends thorough pre-meeting preparation including setting objectives, creating an agenda, inviting participants, and distributing materials. During the meeting, the organizer should start on time, introduce the agenda, encourage participation, clarify decisions, and assign someone to record minutes. To close, the organizer should summarize key points, assign action items, discuss next steps, and thank participants. After the meeting, minutes should be distributed, follow-ups ensured, and feedback collected to improve future meetings.
The document discusses best practices for conducting effective meetings. It recommends thorough pre-meeting preparation including setting objectives, creating an agenda, inviting participants, and distributing materials. During the meeting, the organizer should start on time, introduce the agenda, encourage participation, clarify decisions, and assign someone to record minutes. To close, the organizer should summarize key points, assign action items, discuss next steps, and thank participants. After the meeting, minutes should be distributed, follow-ups ensured, and feedback collected to improve future meetings.
Download as PPTX, PDF, TXT or read online from Scribd
Download as pptx, pdf, or txt
You are on page 1/ 10
Conducting Meetings in Oral
Communication By Suriya Noor Introduction Conducting meetings in oral communication is an essential part of business and organizational operations. Effective meetings require careful planning and execution to ensure that they serve their intended purpose. 1. Pre-Meeting Preparation Setting Objectives: Define the specific goals and outcomes you want to achieve during the meeting. This could be decision-making, brainstorming, project updates, etc. Agenda: Create a clear agenda that outlines the topics to be discussed, the time allocated for each topic, and the desired outcomes. Cont.. Participant List: Determine who needs to attend the meeting and invite them well in advance. Send out calendar invites or meeting requests. Materials: If there are documents, reports, or presentations to be shared during the meeting, ensure they are ready and distributed to participants ahead of time 2. Meeting Logistics Starting on Time: Begin the meeting punctually to respect participants' time. Introduction: As the meeting organizer or facilitator, open the meeting by welcoming participants and briefly stating the objectives. Agenda Review: Go over the agenda and confirm that everyone is on the same page regarding what will be discussed. 3. Communication and Facilitation Active Listening: Encourage participants to actively listen to one another, ask questions for clarification, and avoid interrupting. Moderation: Keep the discussion on track and ensure that each agenda item is discussed within the allotted time. Encourage Participation: Encourage all participants to share their thoughts and opinions. Use techniques like open-ended questions to stimulate discussion. 4. Decision-Making Clarify Decisions: Ensure that decisions are clear, and everyone understands what was decided. Record Decisions: Assign someone to document the decisions made during the meeting. These minutes will serve as a reference point in the future. 5. Closure Summarize: Recap key points and decisions made during the meeting. Action Items: List any action items and responsibilities. Clearly communicate who is responsible for what tasks and the deadlines. Next Steps: Discuss what happens after the meeting, whether it's follow-up communication or the next meeting. Thank Participants: Thank all participants for their contributions and attendance. 6. Post-Meeting Actions Distribute Minutes: Share the meeting minutes or a summary with all participants as a reference. Follow-Up: Ensure that action items are assigned, monitored, and completed as per the deadlines. Feedback: Seek feedback from participants on the effectiveness of the meeting and use this input to improve future meetings. Conclusion Incorporating these details into your approach to conducting meetings in oral communication can help ensure that your meetings are efficient, productive, and meaningful for all participants.
