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    Conducting Meetings

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    wajid Ali
    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.

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    Conducting Meetings

    Uploaded by

    wajid Ali
    65 views10 pages
    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.

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    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.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    65 views10 pages

    Conducting Meetings

    Uploaded by

    wajid Ali
    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.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 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.

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