The Office Procedures and Technology Chapter 8 Meetings and Travel Copyright© 2007 Thomson/South-Western

Types of Business Meetings Informal and small group meetings Committee meetings Department meetings Working with clients or customers Formal business meetings Follow a definite order of business Involve a specific audience Often require preparation and follow-up Topic 8-1 Planning and Participating in Meetings

Types of Business Meetings Multinational meetings Participants may speak different languages Participants may be in different locations Knowledge of international and business etiquette is critical Business meetings bring people together to communicate, make decisions, and solve problems Topic 8-1 Planning and Participating in Meetings

Planning a Meeting Establish a meeting folder Determine a meeting time Reserve a room and equipment Notify meeting participants Use reminder systems Key an agenda and organize materials Prepare the meeting room Topic 8-1 Planning and Participating in Meetings

Meeting Agenda Contains a list of topics to discuss during a meeting May list meeting participants Topic 8-1 Planning and Participating in Meetings

After the Meeting Complete follow-up activities Make calendar reminder notations Key the minutes Complete related correspondence Minutes: the official record of a meeting Key Term Topic 8-1 Planning and Participating in Meetings

Sample Meeting Minutes Topic 8-1 Planning and Participating in Meetings

Leading a Meeting Make the objectives of the meeting clear Offer suggestions and listen to others Encourage everyone to participate Summarize decisions and plans Identify duties for each person Be aware of group dynamics Group dynamics: the way people interact and communicate within a group Key Term Topic 8-1 Planning and Participating in Meetings

Brainstorming A method of generating ideas All ideas are recorded Criticism is not allowed until all ideas are expressed Combinations of ideas are encouraged Topic 8-1 Planning and Participating in Meetings

Action Plan Focuses on actions to be taken after the meeting Lists key issues discussed during the meeting Topic 8-1 Planning and Participating in Meetings

Teleconference A meeting of people in different locations conducted using telecommunications equipment Audio conference Audio-graphic conference Video conference Topic 8-1 Planning and Participating in Meetings

Preparing for Teleconferences Reserve a room and equipment Notify meeting participants Prepare and distribute an agenda and related materials Check equipment to be used Arrange for technical help if needed Topic 8-1 Planning and Participating in Meetings

Focus On … Web Conferencing Combines audio, video, and computer conferencing Allows people in different locations to work cooperatively May involve few or many people Equipment is becoming less expensive and easier to use Teleconference service providers organize complex conferences Topic 8-1 Planning and Participating in Meetings

Travel Folder Contains background information and details about a trip Reservation confirmations and tickets Appointment and meeting details Confirmation number: series of characters (often text and numbers) associated with a reservation Key Term Topic 8-2 Arranging Travel

Commercial Air Travel Reservations can be made several ways Travelers should arrive at the airport 1 to 2 hours before flight time Travelers and their bags are subject to search Topic 8-2 Arranging Travel

Other Forms of Travel Rental cars Trains Available at airports and other locations Prices vary according to size of car and time/miles driven Trains Available in many parts of the United States and other countries Overnight trains have sleeping and dining accommodations Topic 8-2 Arranging Travel

Hotel/Motel Accommodations Required for overnight business trips Reservations Travel agencies Hotel or travel agency Web sites Toll-free telephone numbers Topic 8-2 Arranging Travel

Itinerary A detailed plan of a trip that serves as a guide for a business traveler An itinerary typically includes Travel arrangements Appointments Hotel or motel reservations Reminders or special instructions Topic 8-2 Arranging Travel

Sample Itinerary Topic 8-2 Arranging Travel

Support Materials Travel tickets and funds Passport, visa, health documents Confirmations for travel arrangements Maps or directions to meeting locations Speeches, handouts, reports, or other documents Laptop computer or other equipment Topic 8-2 Arranging Travel

Travel Etiquette Be on time for appointments Speak standard English Avoid offensive body language and gestures Taste any food offered by the host As the host, pay for meals The universal business greeting in the United States is a handshake Topic 8-2 Arranging Travel

Dress for Travel Dress appropriately for the type of meeting Dress appropriately for travel Remember that your dress creates an impression on the people you meet Proper dress and travel etiquette contribute to a successful business trip Topic 8-2 Arranging Travel

Passport Government document that grants permission to travel outside the United States May be obtained from government offices and many travel agencies Source: http://travel.state.gov/passport/passport_1738.html Topic 8-2 Arranging Travel

Visa Permit granted by a foreign government for a person to enter its country May be obtained by contacting the consulate or embassy for the country Embassy: the offices of an ambassador in a foreign country Key Term Topic 8-2 Arranging Travel

Documents for Foreign Travel The U.S. Dept. of State Web site provides information for contacting consulates Source: http://travelregistration.state.gov/ibrs Topic 8-2 Arranging Travel

Documents for Foreign Travel Health documents Records of vaccinations or health tests Documentation for prescription drugs Requirements provided by the country’s consulate Other travel documents Work permit Tourist card Topic 8-2 Arranging Travel

Travel Safety Obtain travel warnings and information sheets Do not leave bags unattended or carry items for strangers Keep your passport and money in a safe place Use locking devices in your hotel Do not leave valuables in a car Be aware of your surroundings Protect your credit and telephone card numbers Topic 8-2 Arranging Travel

Handling Work During the trip Staying in touch Identify work to be handled by others while you are away Identify materials to be forwarded to you Staying in touch Telephone E-mail Internet or intranet Topic 8-2 Arranging Travel

Handling Work Follow-up activities Expense reports Meeting reports Letters Travel expense report: lists expenses to be reimbursed such as hotel, meals, and airfare Key Term Topic 8-2 Arranging Travel