1. Effective Meetings
BMA-ENT-3: Use and model concepts, strategies, and systems needed to interact and present effectively to others.
3.1- Define and model the importance of effective communication (oral, written, and nonverbal) with staff and customers.

2. Essential Questions
Why is proper communication vital to any operation?
What sort of information needs to be handled with confidentiality and privacy practices? Why?
How is a staff meeting conducted efficiently?
What is parliamentary procedure?
How does business protocol differ from country to country?
What are some best practices for conflict resolution in the business world?
What are your groups’ organizational goals and objectives for the outcome of the project?
What are the ethical dilemmas incorporated with the business we are researching?
What information did you gain about yourself and your own educational/occupational goals while interviewing a business?
What are appropriate and inappropriate behaviors while conducting business?

3. Effective Participation in Meetings
When you attend a meeting, you send a message about who you are, your abilities, and your competence level.
Meetings are a type of theater where managers observe and evaluate the performance and progress of subordinates.
Because managers constantly evaluate meeting participants, you need to be a productive participant.

4. Guidelines Effective Participation in Meetings
Make a Positive Impact: Help to positively influence the meeting by doing the following:
Take a position but be willing to change it
Speak briefly and directly
Discuss ideas
Avoid personal attacks
Engage in fair play
Use body language to your advantage
Take notes
Arrive on Time: Tardiness sends the opposite nonverbal message. Notify the leader if you must arrive late.
Participate Actively: If a meeting has been called to make a decision, prepare to support your point of view.
Improve Decision Making: When participants are reluctant to make a decision, an effective participant acts as an informal leader and tries to move them forward by asking relevant questions.

5. Productive Meetings
Before scheduling a meeting, determine whether the work can be accomplished without a meeting, or if the same result can be achieved by calling a few people on the phone or sending an / memo.
If a meeting is needed, define its tasks, determine the type of meeting to hold, choose participants carefully, and use the mechanics of an effective meeting.

6. Organizing a Productive Meeting
To collaborate: sessions in which participants work together
To persuade others: oral presentations to achieve a group consensus
3. Choose Participants Carefully
When more than one person has the same expertise, choose only one to join the group
Use the Mechanics of an Effective Meeting
Schedule meeting carefully
Select an appropriate meeting site
Arrange furniture appropriately
Define the Tasks
An effective leader recognizes what the group can and cannot do.
Restrict the content of a meeting to its designated purpose
Determine the Type of Meeting
To inform: participants present oral reports
To develop a new ideas: brainstorm to suggest new ideas
To make decisions: debate an issue, reconcile conflicting ideas, & make a decision.
To delegate work: assign tasks to people or groups

7. Parliamentary Procedure
As a leader in very formal meetings, you may need to use Robert’s Rules of Order (a set of rules designed to ease the operation of a formal meeting) for procedures.
However, in most business meetings such formality is not necessary.

8. Lead Meeting Effectively
Make Meetings Successful
Recognize contributions
Maintain high standards
Maintain order
End Effectively: summarize what happened and move the group ahead to future action
Begin Effectively: open the meeting by restating the specific tasks you want to accomplish.
Use an Agenda: Use an agenda to determine and control the direction of the meeting.
Stay Focused on the Task or Objective:
Balance the Discussion: do not allow one person to dominate the conversation

9. Performance Task 1
Your floor plans must include
The title that includes your name and the type of meeting (slide 6)
A table (clipart, ex: round table for collaborating)
Seven chairs positioned toward each other for collaboration / discussion or the front of the room for a presentation (clipart)
A labels indicating the front and back of the room (textbox)
Appropriate technology based upon the meeting type (ex: projector, laptop, conference phone, TV)
The meeting leader (clipart)
Save
Use MS Word to design the floor layout for one conference room where two types of meetings will be held.

10. Performance Task 2
The memo should include the following:
Your name, appropriate subject, and recipient group
The date, time, and location of the meeting
A specific purpose for the meeting.
Save.
Write a memo (traditional or simplified) announcing a business meeting or meeting for a school sport, club, or organization.

11. Performance Task 3
The should include the following:
Your name, appropriate subject, and recipient group
The date, time, and location of the informational form
A specific purpose for the form
Save.
Write an (traditional or simplified) informing your employees of their deadline date to complete an informational form that was sent out earlier in the week

12. Performance Task 4
The agenda should include:
At least 8 agenda items
The date, time, and location of the meeting
Your name and the name of the organization or company
A picture logo
Save
You will present your agenda.
Use MS Word (templates or from a blank document) to create an effective agenda to guide the meeting you announced in performance task 2.
Sample Agenda: a/os/41102.htm