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

2. 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

3. 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 …

4. 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

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

6. 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)

7. 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

8. 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

9. Agenda - Example Nutrition Society Meeting St Enoch Square Glasgow
May : – 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 :

10. 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

11. 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!

12. 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

13. 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!

14. 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

15. 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

16. 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

17. 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!

18. 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!

19. 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

20. Technology Enabled Meetings – 4
Skype is another popular method of communicating over the web, see:
Again – mainly used for one-to-one meetings
Can be just voice, or voice and video

21. 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”

22. 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.

23. 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

24. 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 … ?

25. 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

26. 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…

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

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