Business Communication

Q3. You are a team manager having 15 members in your team. Two of key team members are on three weeks leave. You have to call for a monthly team meeting within a week. How effectively would you plan and carry out this meeting?

Solution

A monthly meeting is to be held and the main team members are on leave. We have to call the very next superviser in the picture so that they can take their position. Those supervisor should be well informed about the monthly meeting and well prepared for the meeting in advance. A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement.

Before the Meeting to Ensure Effective Meetings

Actions before the meeting establish the groundwork for accomplishing meeting results. You can do all of the needed follow-up, but without an effective meeting plan to start, your results will disappoint you.
Plan the Meeting

Effective meetings that produce results, begin with meeting planning. First, identify whether other employees are needed to help you plan the meeting. Then, decide what you hope to accomplish by holding the meeting. Establish doable goals for your meeting. The goals you set will establish the framework for an effective meeting plan.

As Stephen Covey says in the Seven Habits of Highly Effective People, "Begin with the end in mind." Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants.

Plan the Meeting

Ensure Distribute and Review Prework Prior to the Meeting Before the Meeting to Ensure Effective Meetings Appropriate Participation at the Meeting

Make Sure You Need a Meeting

Basis of price

Make Sure You Need a Meeting

discrimination

Once youve developed your meeting plan, ensure that a meeting is the appropriate vehicle for accomplishing the set goals. To schedule and hold a meeting is expensive when you account for the time of the people attending. So, make efforts to determine that a meeting is the best opportunity to solve the problem, improve the process, or make an ongoing plan.

You may find that you can accomplish the meeting goals with an email discussion or by distributing and requesting information through the company newsletter. Make sure the meeting is needed and not just convenient for you youll get better results from attendees.
Ensure Appropriate Participation at the Meeting

If a meeting is the appropriate means to accomplish your goals, check with the participants who must attend for the meeting to succeed. The needed attendees must be available to attend the meeting. Postpone the meeting rather than holding a meeting without critical staff members. If a delegate attends in the place of a crucial decision maker, make sure the designated staff member has the authority to make decisions or postpone the meeting.
Distribute and Review Pre-work Prior to the Meeting

The meeting becomes a group read-in, hardly productive for goal accomplishment. You can make meetings most productive and ensure results by providing necessary pre-work in advance of the actual meeting. Providing pre-work, charts, graphs, and reading material 48 hours before a meeting affects meeting success. The more preparation time you allot, the better prepared people will be for your meeting. Documentation that will help you achieve the meeting goals can include reports; data and charts such as competitive information, sales month-to-date, and production plans; Microsoft PowerPoint slides that illustrate key discussion points; and minutes, notes and follow-up from earlier or related meetings and projects. Pre-work distributed in a timely manner, with the serious expectation that attendees will read the pre-work before the meeting, helps ensure meeting success.

Meeting Procedures ...what to expect and what is expected

PRESENTATION AND DISCUSSION

CONDUCT MEETING

MEETING MINUTES

NEXT MEETING (TOPIC AND DATE)

REVIEW MEETING

CORRECTIVE AND PREVENTIVE ACTIONS

Explanation

1. Meeting

Meetings occur when groups of people gather to discuss, and try to resolve matters which are of a mutual concern. Recommendations are made, directions given and courses of action decided.
2. Agenda

Prior to the meeting, an agenda is prepared and circulated to all members. This agenda forms the structure of the meeting. It states where and when the

meeting will take place and what matters will be discussed. A draft copy of the minutes of the previous meeting, along with any other relevant material that the members should read prior to the meeting, are distributed at the same time as the agenda.
3. The Meeting Structure OPENING THE MEETING

The meeting is unable to begin until the chairperson declares the quorum. This means that there are enough people in attendance to allow debates to be conducted and decisions to be voted upon. If a quorum cannot be declared within 30 minutes of the meetings designated starting time, the meeting should be called again for a similar time and place a week later.

APOLOGIES

The chairperson states the name of those members who formally notified that they were unable to attend the meeting.

MINUTES OF THE PREVIOUS MEETING

The chairperson tables the minutes of the previous meeting making them open as a topic of discussion. At this point of time the chairperson will ask the members to adopt the minutes. If the members do not agree that the draft minutes are accurate, changes may be suggested. Once the minutes have been adopted, the chairperson should sign every page of the minutes and hand them to the meeting secretary for filing.

CORRESPONDENCE

Any letters, facsimiles and the like ,

which have been received by the committee are discussed here. The chairperson should summarize correspondence which cover similar issues, or express similar opinions and discuss them as a single issue.
REPORTS

Reports and submissions that have been written for the meeting or include information relevant to the work of the meeting are tabled and discussed.

GENERAL BUSINESS

General business items are announced singly by the chairperson and a discussion or debate follows each one. Motions that suggest methods for resolving issues are put forward and to a vote. Once the motions receive a simple majority, or a majority as defined in the standing orders, they become resolutions.

ANY OTHER BUSINESS

It is at this point of time, that members are able to raise issues that they feel is important. These include any items which are not listed on agenda. The agenda can thus be revised.

CLOSING THE MEETING

Once all the issues are put forward and discussed, the chairperson advices members of the date and time of the next meeting. The meeting is now officially closed.

Success of meeting People spend so much time in meetings that turning meeting time into sustained results is a priority for successful organizations. Actions that make meetings successful require management before, during, and after the meeting. If you neglect any one of these meeting management opportunities, your meetings will not bear the fruit you desire from the time you invest in meeting. Take these twelve meeting management actions to guide meeting attendees to achieve expected, positive, and constructive outcomes.