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

2. 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

3. 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

4. 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

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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Sample Itinerary
Topic 8-2 Arranging Travel

20. 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

21. 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

22. 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

23. Passport
Government document that grants permission to travel outside the United States
May be obtained from government offices and many travel agencies
Source:
Topic 8-2 Arranging Travel

24. 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

25. Documents for Foreign Travel
The U.S. Dept. of State Web site provides information for contacting consulates
Source:
Topic 8-2 Arranging Travel

26. 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

27. 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

28. 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
Internet or intranet
Topic 8-2 Arranging Travel

29. 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