Planning and Participating in Meetings Chapter 8 - The Office

Types of Business Meetings Informal and Small Group Meetings Informal meetings are set up as committee meetings Multinational Meetings Chapter 8 - The Office

Planning the Meeting Agenda – topics to be discussed during the meeting Minutes – the written record of the official business of a meeting Follow-up items – reminder of tasks to do following the meeting Chapter 8 - The Office

Before the Meeting Establish a meeting folder Determine a meeting time Reserve a meeting room Arrange for needed equipment Notify the meeting participants Use reminder systems Key an agenda Organize meeting materials Prepare the meeting room Chapter 8 - The Office

During the Meeting Name of group, committee, organization, or business holding the meeting Time, date, place, and type of meeting Name of presiding officer Members present and absent Reading and approval of the minutes from the previous meeting Chapter 8 - The Office

During the Meeting (cont.) Reading and approval of the minutes from the previous meeting Committee or individual reports Unfinished business New business Time, date, and place of next meeting Time of adjournment Signature of the individual responsible for the minutes Chapter 8 - The Office

Important Terms Quorum – the minimum number of members that must be present to conduct business at a meeting Adjournment – an ending or closing Parliamentary procedures – guides for conducting meetings Motion – a proposal formally made in a meeting Second – indicate formally the support of a motion Chapter 8 - The Office

After the Meeting Minutes are the official record of a meeting. Prepare as soon as possible. Thank-you letters to speakers or resource persons Chapter 8 - The Office

Participating in Meetings Leading All employees use leadership skills in their jobs. They meet deadlines, improve how the tasks are done, and work with people to get their jobs done. They are assertive (positive or confident in a persistent way). Chapter 8 - The Office

Participating in Meetings (cont.) Brainstorming – offering ideas or suggestions in an effort to find a solution to a problem or to create a new approach. Chapter 8 - The Office