Communications for Business Lecture 8: Business Meetings NCC Education - Title Master

Learning Objectives Understand the role and purpose of meetings Appreciate the different roles of members of meetings Understand how to document a meeting Understand the pros and cons of technology enabled meetings

Introduction Meetings are used extensively in business Meetings are an opportunity to share ideas and give and receive information But they need good record keeping …

Formal Meetings Informal discussion is okay – but there is often no record of what has been said Formal meetings are “ritualistic” – but the rules are intended to make things run smoothly

Types of Formal Meetings Staff meetings Management team meetings Inter-departmental meetings Board meetings Committee meeting Plus lots of others …

Membership – 1 Important to make sure the right people are invited to the meeting – need a membership “list” The record of the meeting (Minutes) records attendees and absenteeism If you are unable to attend a meeting you should send your “Apologies” in advance to the “Secretary” (person who is responsible for the paperwork associated with the meeting)

Membership – 2 The “Chair” is the person who controls the meeting Role is to ensure the meeting runs smoothly Ensures everyone gets a chance to speak Keeps the discussion on track Handles conflict Ensures all agenda items are covered correctly and in sequence

Agenda People need to know in advance what the meeting will be about What points will be covered, etc.? The agenda lists the time and place of the meeting It also lists the items to be discussed and the order in which they are to be discussed The Chair is normally responsible for putting together the agenda

Agenda - Example Nutrition Society Meeting St Enoch Square Glasgow May 21 2010: 13.00 – 14.00 AGENDA Welcome Apologies Minutes of previous meeting (approval & corrections) Matters arising from previous minutes Revised rules for Scottish Section (see attached documents) Newsletter in Gazette Any other business Date & time of next meeting Adapted from : http://www.nutritionsociety.org/documents/AGM2007Agenda.doc

Papers Papers are used to support a meeting’s discussion Where the agenda item is complex or important, supporting papers may need to be created and distributed in advance of the meeting The aim is to help the meeting run smoothly, more quickly and give members as much information as possible in advance

Preparation Members need to prepare in advance of the meeting Read the agenda – know where to go and when Understand what is to be discussed Read any supporting papers in advance of the meeting Be prepared!

Discussion In Meetings – 1 The Chair is responsible for the progress of the meeting Members need to signal to the chair if they wish to speak Language used and the “style” varies from meeting to meeting – depends on the degree of formality

Discussion In Meetings – 2 Basics of talking and listening apply in all meetings Avoid emotions and make sure everyone gets to air their views Be open-minded and prepared to change your point of view if a good counter-argument is raised Be professional!

Minutes of Meetings – 1 In addition to logging who is present and absent, minutes include: Basic reasons for a decision Actions agreed on Responsibility for actions

Minutes of Meetings – 2 Minutes are circulated to members soon after the meeting has concluded Inaccuracies and omissions can be made and approved at the next meeting (this is normally a standing agenda item) Thus minutes are an agreed record of decisions Hence minutes are important documents for organisations

Class Activity Work in groups of about 5 Why is it important to send an ‘agenda’ out in advance of a meeting? … and why is it important to keep ‘minutes’ of the meeting? 10 minutes Feedback to the class 5 minutes

Technology Enabled Meetings – 1 When work groups are geographically dispersed it may not be possible to meet “in person” “Virtual” meetings are becoming more popular and more common This is nothing new – the telephone is over 100 years old!

Technology Enabled Meetings – 2 Sometimes several members can meet together and only one or two are “virtual” For larger meetings where everyone is “virtual” good ground rules are needed How to ensure everyone gets a chance to speak – and people only speak one at a time!

Technology Enabled Meetings – 3 Instant messaging (SMS) is an easy way to communicate quickly – but is generally only used for one-to-one meetings Web conferencing is becoming more popular For example “GoToMeeting” in the UK – see http://www.gotomeeting.co.uk/fec/global/web_conferencing?c_name=google&c_mark=online_meetings&c_prod=g2m/sf/701000000005L6u/

Technology Enabled Meetings – 4 Skype is another popular method of communicating over the web, see: http://www.skype.com/intl/en-gb/features/allfeatures/skype-to-skype-calls/ Again – mainly used for one-to-one meetings Can be just voice, or voice and video

Technology Enabled Meetings – Advantages Organisations are able to have meetings easily between branches that are geographically dispersed May be cheaper than conventional meetings - organisations save on travel and hotel costs Meetings can be organised at short notice (perhaps!) Meetings do not require large rooms or dedicated furniture, e.g. “The Boardroom”

Technology Enabled Meetings – Disadvantages – 1 Participants require suitable hardware, software and Internet access Poor technology or inadequate training using the technology will undermine its success Suitable facilities are needed: cameras, microphones, monitors, computer keyboard, mouse, etc.

Technology Enabled Meetings – Disadvantages – 2 Moving from in-person meetings to web meetings must be well managed, it is a big “culture” change Web meetings are not suitable for all types of meeting: Human contact plays an important role in relationship building with other people and should not be underestimated Sometimes there is no substitute for face-to-face contact

Technology Enabled Meetings – Disadvantages – 3 Different time-zones can cause problems when trying to arrange an online meeting with a colleague across the globe Different cultures have different attitudes towards how meetings should be organised and run How many more issues can you think of … ?

Class Activity Work in groups of about 5 “Electronic mediated meetings will never fully replace the need to meet in person.” Agree, or disagree? Justify your answer. 10 minutes Feedback to the class 5 minutes

Conclusions Formal meetings are a vital “tool” for organisations – they create a permanent record of what was discussed and agreed Meetings need good organisation, effective management and excellent record keeping Electronic mediated meetings are becoming more popular BUT sometimes only a face-to-face meeting will do…

References Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN: 978-1405840873 Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN: 978-0230573055 Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN: 978-1405840736 Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN: 978-0273730712

Lecture 8 – Business Meetings Any Questions? NCC Education - End Slide Master