CHAPTER 12CHAPTER 12PLANNING MEETINGS PLANNING MEETINGS AND CONFERENCESAND CONFERENCES

PLANNING MEETINGS AND CONFERENCESPLANNING MEETINGS AND CONFERENCES

• Before the MeetingBefore the Meeting

• During the MeetingDuring the Meeting

• Meeting Follow-upMeeting Follow-up

• Team MeetingsTeam Meetings

• Virtual MeetingsVirtual Meetings

• Ethical Behavior in MeetingsEthical Behavior in Meetings

• International ConferencesInternational Conferences

BUSINESS MEETINGSBUSINESS MEETINGS

• Arrange the date and timeArrange the date and time

• Reserve a meeting roomReserve a meeting room

• Send noticesSend notices

• Prepare agendaPrepare agenda

• Plan for supplies, equipment, and softwarePlan for supplies, equipment, and software

• Plan food and refreshmentsPlan food and refreshments

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Create an action listCreate an action list

• Reserve a meeting roomReserve a meeting room

• Send noticesSend notices

• Prepare an agendaPrepare an agenda

• Choose a meeting formatChoose a meeting format

• Assemble materialsAssemble materials

• Plan for supplies, equipment, softwarePlan for supplies, equipment, software

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Plan refreshments and foodPlan refreshments and food

• Handle last-minute detailsHandle last-minute details

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Get written confirmation or confirmation number for allGet written confirmation or confirmation number for all

• Determine how meeting will be announcedDetermine how meeting will be announced

• Determine audiovisual or equipment needsDetermine audiovisual or equipment needs

• Order or lease audiovisual equipmentOrder or lease audiovisual equipment

• Confirm attendance at least twenty-four hours prior to meeting to Confirm attendance at least twenty-four hours prior to meeting to

confirm food orderconfirm food order

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Using computer to schedule meetingUsing computer to schedule meeting

• Check the availability of the facilitiesCheck the availability of the facilities

• Review calendars of attendeesReview calendars of attendees

• Find time all participants are availableFind time all participants are available

• Schedule the meeting and send e-mail noticesSchedule the meeting and send e-mail notices

• Send reminders via the e-mail systemSend reminders via the e-mail system

BEFORE THE MEETING BEFORE THE MEETING (CONTINUED)(CONTINUED)

• Using the telephone to schedule a meetingUsing the telephone to schedule a meeting• Identify manager’s first, second, third choice of date Identify manager’s first, second, third choice of date

and timeand time• Enter times in manager’s and your calendarsEnter times in manager’s and your calendars

• Contact participants for first, second, and third choicesContact participants for first, second, and third choices

• Let participants or their assistants know you will respond immediately if there Let participants or their assistants know you will respond immediately if there

is a conflictis a conflict

• Enter the date and time as a firm commitment in your and your manager’s Enter the date and time as a firm commitment in your and your manager’s

calendarcalendar

BEFORE THE MEETING BEFORE THE MEETING (CONTINUED)(CONTINUED)

• Using a schedule form to schedule a meetingUsing a schedule form to schedule a meeting• Certain times can be marked out on the calendar Certain times can be marked out on the calendar

leaving open times more obviousleaving open times more obvious

• Route the form or distribute it electronicallyRoute the form or distribute it electronically

asking first and second choicesasking first and second choices

• When the participants select a specific time and the When the participants select a specific time and the

form is returned, you will have an idea of when form is returned, you will have an idea of when

everyone is availableeveryone is available

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Reserving a meeting roomReserving a meeting room

Group size determines type of room and Group size determines type of room and

equipmentequipment• Video teleconference or regular roomVideo teleconference or regular room

• Off-siteOff-site

• Hotel close to airport (for out-of-town guests)Hotel close to airport (for out-of-town guests)

• Check facility–do they provide equipment rental, room setup, business Check facility–do they provide equipment rental, room setup, business

center for fax, photocopies, computer workstations, etc.center for fax, photocopies, computer workstations, etc.

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Is lunch or dinner involved?Is lunch or dinner involved?• Make reservation well in advance of meeting dateMake reservation well in advance of meeting date• Several days prior to meeting, check room reservation Several days prior to meeting, check room reservation

and setupand setup• Be alert of any changes and follow throughBe alert of any changes and follow through

• Arrangement and atmosphere of room contributes Arrangement and atmosphere of room contributes to effective meetingto effective meeting

• Do the room and furnishings contribute to an effective Do the room and furnishings contribute to an effective meeting?meeting?

• Will the participants remain in the same room for meal?Will the participants remain in the same room for meal?• Will the participants need to break into smaller rooms?Will the participants need to break into smaller rooms?• Does the arrangement meet the purpose of the meeting?Does the arrangement meet the purpose of the meeting?

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Is the room large enough for participants and audiovisual aids?Is the room large enough for participants and audiovisual aids?

• Will there be a guest speaker?Will there be a guest speaker?

• What type of media equipment is in the room?What type of media equipment is in the room?

• Is the room free from obstructions such as posts or distractions and Is the room free from obstructions such as posts or distractions and

interruptions?interruptions?

• Is there adequate lighting, heating, ventilation?Is there adequate lighting, heating, ventilation?

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Sending noticesSending notices

• Specify the following when sending noticesSpecify the following when sending notices

• Purpose of meetingPurpose of meeting

• Date, time, and locationDate, time, and location

• Who, what, when, where, how long, and whyWho, what, when, where, how long, and why

• Deadline for agenda itemsDeadline for agenda items

• What action to take if member will attend?What action to take if member will attend?

• What action to take if member cannot attend?What action to take if member cannot attend?

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Be explicit and include everything Be explicit and include everything

essentialessential• AgendaAgenda

• Materials neededMaterials needed

• Materials providedMaterials provided

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Determine best time to send noticesDetermine best time to send notices

• Don’t send too far in advance Don’t send too far in advance

• Last minute informal office meetings–use e-mail or telephoneLast minute informal office meetings–use e-mail or telephone

• Formal meetings and conference– consider several month’s noticeFormal meetings and conference– consider several month’s notice

• Registration form, formal letterhead invitations or printed formsRegistration form, formal letterhead invitations or printed forms

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Preparing the agendaPreparing the agenda

• Always have an agendaAlways have an agenda

• An agenda is a list of topics to be covered during the meeting or An agenda is a list of topics to be covered during the meeting or

conferenceconference

• Send to all membersSend to all members

• Include names of participants, date, time and place of meeting, along Include names of participants, date, time and place of meeting, along

with topicswith topics

• Include timeframe and level of action to be taken for each topicInclude timeframe and level of action to be taken for each topic

FORMAL MEETINGFORMAL MEETING

• Call to orderCall to order

• Roll callRoll call

• Approval, amendments Approval, amendments or corrections of last or corrections of last meetingmeeting

• Reading of Reading of correspondencecorrespondence

• ReportsReports

• Unfinished businessUnfinished business

• New businessNew business

• Appointment of Appointment of committeescommittees

• Nominations and Nominations and elections of officers elections of officers (once a year)(once a year)

• AnnouncementsAnnouncements

• AdjournmentAdjournment

INFORMAL MEETINGINFORMAL MEETING

• Check-ins or warm-ups Check-ins or warm-ups (optional)(optional)

• Review goals of Review goals of

agenda or purpose of agenda or purpose of

meetingmeeting

• Review roles of Review roles of

members members (optional)(optional)

• Review ground rules Review ground rules (optional)(optional)

• Discuss issues listed Discuss issues listed

on agendaon agenda

• Review follow-up Review follow-up

actionsactions

• ClosureClosure

• Determine date and Determine date and

time of next meetingtime of next meeting

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Assembling materialsAssembling materials• Extra copies of agendaExtra copies of agenda

• Up-to-date participant listUp-to-date participant list

• Minutes of previous meetingMinutes of previous meeting

• List of standing and special committeesList of standing and special committees

• List of actions not yet completedList of actions not yet completed

• Letters, etc. related to agenda itemsLetters, etc. related to agenda items

• Copies of materials to be distributedCopies of materials to be distributed

• Other materials related to topics or issuesOther materials related to topics or issues

ORDERING REFRESHMENTS, MEALS, ORDERING REFRESHMENTS, MEALS, AND BEVERAGESAND BEVERAGES

• Know number of participantsKnow number of participants• Morning meetingsMorning meetings

• Beverages and maybe fruit and pastriesBeverages and maybe fruit and pastries

• Luncheon meetingsLuncheon meetings• Salad or light entreeSalad or light entree

• Afternoon meetingAfternoon meeting• Beverages and maybe cookies and fruitBeverages and maybe cookies and fruit

• Dinner meetingDinner meeting• If not at company’s facility, consult with catering If not at company’s facility, consult with catering

staff for suggestionsstaff for suggestions

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Planning for supplies, equipment, softwarePlanning for supplies, equipment, software

• Notebook computer—for presentation hookup and notesNotebook computer—for presentation hookup and notes

• Presentation on hard drive and removable backupPresentation on hard drive and removable backup

• Ceiling-mounted multimedia projectorCeiling-mounted multimedia projector

• Laser pointer for presentationLaser pointer for presentation

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Projection screenProjection screen

• DVD player w/remote controlDVD player w/remote control

• Overhead projectorOverhead projector

• Transparency sheets for overhead projectorTransparency sheets for overhead projector

• Spare bulb for overhead projectorSpare bulb for overhead projector

• Colored markers for overhead transparenciesColored markers for overhead transparencies

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Flip chart tripodFlip chart tripod

• Flip chart paperFlip chart paper

• Adhesive tape or putty to suspend flip chart paper around roomAdhesive tape or putty to suspend flip chart paper around room

• Strip covers or tape to secure electrical cordsStrip covers or tape to secure electrical cords

• Colored markers for flip chart paperColored markers for flip chart paper

• Name tents or tags; marker to write namesName tents or tags; marker to write names

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• ScissorsScissors

• Whiteboard markers and erasersWhiteboard markers and erasers

• Writing block for each participantWriting block for each participant

• Writing pen or pencil for each participantWriting pen or pencil for each participant

• Telephone message pad and pen next to room telephoneTelephone message pad and pen next to room telephone

• Promotion items such as lapel pins or key tagsPromotion items such as lapel pins or key tags

• Enough chairs for all participantsEnough chairs for all participants

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Planning refreshments and foodPlanning refreshments and food

• BeveragesBeverages

• Coffee/teaCoffee/tea

• JuicesJuices

• Bottled mineral waterBottled mineral water

• Provide varietyProvide variety

• Fresh water chilled with iceFresh water chilled with ice

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• FoodFood

• Consider special needs diets Consider special needs diets

• Fruit and muffinsFruit and muffins

• Order food in small manageable piecesOrder food in small manageable pieces

• Stay away from heavy desserts or starchy Stay away from heavy desserts or starchy

foodsfoods

BEFORE THE MEETINGBEFORE THE MEETING (CONTINUED)(CONTINUED)

• Handling last-minute detailsHandling last-minute details

• Conduct last-minute check of all detailsConduct last-minute check of all details

• Room facilitiesRoom facilities

• Audiovisual equipmentAudiovisual equipment

• RefreshmentsRefreshments

• Meeting materialsMeeting materials

• MiscellaneousMiscellaneous

• Remain flexibleRemain flexible

DURING THE MEETINGDURING THE MEETING

• Taking notesTaking notes

• Clarify extent of notesClarify extent of notes

• Word for word or summary?Word for word or summary?

• Check notes with participants for accuracyCheck notes with participants for accuracy

• Notes may later be used to prepare recommendation, etc.Notes may later be used to prepare recommendation, etc.

• Prepare draft of notes for managerPrepare draft of notes for manager

DURING THE MEETINGDURING THE MEETING (CONTINUED)(CONTINUED)

• Recording MinutesRecording Minutes• Using a notebook computerUsing a notebook computer

• Key notes during the meetingKey notes during the meeting

• Follow the agenda items in your notesFollow the agenda items in your notes

• Using a notebookUsing a notebook• You are not expected to take notes verbatimYou are not expected to take notes verbatim

• Motions and a few other items require verbatim notesMotions and a few other items require verbatim notes

• Make certain you have notes on who said whatMake certain you have notes on who said what

• Record the time, date, and place of the meeting; attendance, Record the time, date, and place of the meeting; attendance, reference to corrections or additions to the minutes, who reference to corrections or additions to the minutes, who introduces reports, make motions, who volunteers for follow-up introduces reports, make motions, who volunteers for follow-up work, time of adjournment, anything else helpful to prepare work, time of adjournment, anything else helpful to prepare minutesminutes

DURING THE MEETINGDURING THE MEETING (CONTINUED)(CONTINUED)

• Using computer softwareUsing computer software

• Viewing and participating via office computer called virtual Viewing and participating via office computer called virtual

meetingsmeetings

• Wimba softwareWimba software

• Using a tape recorderUsing a tape recorder

• Used as a backup to obtain verbatim minutesUsed as a backup to obtain verbatim minutes

• Assists office professional in preparing minutesAssists office professional in preparing minutes

• Secures a record of discussions on controversial topicsSecures a record of discussions on controversial topics

MEETING FOLLOWING-UPMEETING FOLLOWING-UP

• Check room for orderlinessCheck room for orderliness

• Make necessary follow-up entries in Make necessary follow-up entries in calendarscalendars

• Send materials to those absentSend materials to those absent

• Prepare a list to remind manager of his or Prepare a list to remind manager of his or her obligations resulting from the meetingher obligations resulting from the meeting

• Put a copy of everything—agenda, Put a copy of everything—agenda, reports, etc., in a folder for preparing reports, etc., in a folder for preparing minutesminutes

MEETING FOLLOWING-UPMEETING FOLLOWING-UP (CONTINUED)(CONTINUED)

• Handle requests that resulted from the meetingHandle requests that resulted from the meeting

• Return all audiovisual equipmentReturn all audiovisual equipment

• Enter date and time of next meeting in calendarsEnter date and time of next meeting in calendars

• Complete minutesComplete minutes

• Reserve room/equipment for next meetingReserve room/equipment for next meeting

MEETING FOLLOWING-UPMEETING FOLLOWING-UP (CONTINUED)(CONTINUED)

• Remind manager to send follow-up memo to members involved in Remind manager to send follow-up memo to members involved in

actions takenactions taken

• Send letters of congratulations to newly elected officersSend letters of congratulations to newly elected officers

MEETING FOLLOWING-UPMEETING FOLLOWING-UP (CONTINUED)(CONTINUED)

• Preparing minutesPreparing minutes• If tapedIf taped

• Listen to tape and take brief notesListen to tape and take brief notes

• Write minutes immediately following meetingWrite minutes immediately following meeting• Create draft and submit for manager’s approvalCreate draft and submit for manager’s approval• Include essential informationInclude essential information• Summarize actionsSummarize actions

MEETING FOLLOWING-UPMEETING FOLLOWING-UP (CONTINUED)(CONTINUED)

• Informal meeting minutesInformal meeting minutes

• Formal meeting minutesFormal meeting minutes

• Correcting minutesCorrecting minutes

• Record changesRecord changes

• As an insertion in minutes being correctedAs an insertion in minutes being corrected

• In paragraph form in new minutes of the meeting during which changes were madeIn paragraph form in new minutes of the meeting during which changes were made

• To show corrections and additions in file copyTo show corrections and additions in file copy

• Add words in longhand and delete by drawing lines through wordsAdd words in longhand and delete by drawing lines through words

TEAM MEETINGSTEAM MEETINGS

• Preparing for a team meetingPreparing for a team meeting

• Choose appropriate meeting timeChoose appropriate meeting time

• People on team may be from all levels of organizationPeople on team may be from all levels of organization

• All members carry equal statusAll members carry equal status

• Agenda may be very general, since team decides actual topics Agenda may be very general, since team decides actual topics

discussed discussed

TEAM MEETINGSTEAM MEETINGS (CONTINUED)(CONTINUED)

• Selecting participantsSelecting participants• Team leaderTeam leader

• Directs the meetingDirects the meeting

• Guidance teamGuidance team• Two or more people from management with authority to make Two or more people from management with authority to make

changeschanges

• Project team membersProject team members• Those taking part in decisions and vote on issuesThose taking part in decisions and vote on issues

• FacilitatorFacilitator• Makes the meeting process flow with easeMakes the meeting process flow with ease

• RecorderRecorder• Prepare minutes; role is often rotatedPrepare minutes; role is often rotated

TEAM MEETINGSTEAM MEETINGS (CONTINUED)(CONTINUED)

• Starting the meetingStarting the meeting

• Team leader starts earlyTeam leader starts early

• Meeting begins/ends on timeMeeting begins/ends on time

• Warm-upWarm-up

• Check-inCheck-in

• Agree on the goalsAgree on the goals

• Review team roles Review team roles

• Establish house rulesEstablish house rules

TEAM MEETINGS TEAM MEETINGS (CONTINUED)(CONTINUED)

• Ending the meeting and follow-upEnding the meeting and follow-up

• Evaluate the meeting to improve future meetings by answering Evaluate the meeting to improve future meetings by answering

these questionsthese questions

• Was the purpose clear?Was the purpose clear?

• Did the group work toward a consensus?Did the group work toward a consensus?

• Was conflict used positively to distinguish between ideas?Was conflict used positively to distinguish between ideas?

• Did group insist on what action was to be done, by when, and by Did group insist on what action was to be done, by when, and by

whom?whom?

VIRTUAL MEETINGSVIRTUAL MEETINGS

Holding a meeting between two distant locationsHolding a meeting between two distant locations

• TeleconferencesTeleconferences

• VideoconferencesVideoconferences

• Web conferencesWeb conferences

VIRTUAL MEETINGSVIRTUAL MEETINGS (CONTINUED)(CONTINUED)

• TeleconferencesTeleconferences

• Conference calls by telephoneConference calls by telephone

• Saves travel time and costsSaves travel time and costs

• Most widely conference tool used todayMost widely conference tool used today

• Maintains effective communicationMaintains effective communication

• For small groups, speakerphones are convenientFor small groups, speakerphones are convenient

VIRTUAL MEETINGSVIRTUAL MEETINGS (CONTINUED)(CONTINUED)

• VideoconferencesVideoconferences

• Combines telephone and videoCombines telephone and video

• Business is verbally and visually conducted, as if people were in Business is verbally and visually conducted, as if people were in

same roomsame room

• Consists of camera, monitors, microphones, speakers, and PC’sConsists of camera, monitors, microphones, speakers, and PC’s

• Transmissions sent and received may be delayed by a secondTransmissions sent and received may be delayed by a second

WEB CONFERENCINGWEB CONFERENCING

• Web conferencesWeb conferences

Uses networked computersUses networked computers• Used across the room or around the worldUsed across the room or around the world

• Messages are keyed back and forthMessages are keyed back and forth

• If all parties have the right equipment, computer conferencing If all parties have the right equipment, computer conferencing

can include audio and videocan include audio and video

• Need software, cameras, microphones adapted to their Need software, cameras, microphones adapted to their

computerscomputers

ETHICAL BEHAVIOR IN MEETINGSETHICAL BEHAVIOR IN MEETINGS

• Ethics is a system of deciding what is right, or more right, in a given Ethics is a system of deciding what is right, or more right, in a given

situationsituation

• Can involve incorrect informationCan involve incorrect information

• Can involve incorrect dataCan involve incorrect data

• Can involve incorrect behaviorCan involve incorrect behavior

• Make choices that will build positive qualities—trust and credibilityMake choices that will build positive qualities—trust and credibility

INTERNATIONAL CONFERENCESINTERNATIONAL CONFERENCES

• Many aspects involvedMany aspects involved

• Become familiar with Become familiar with

• CountryCountry

• Religious beliefsReligious beliefs

• Social customsSocial customs

• Business philosophyBusiness philosophy

• Family structureFamily structure

INTERNATIONAL CONFERENCESINTERNATIONAL CONFERENCES (CONTINUED)(CONTINUED)

• Major landmarks and their historyMajor landmarks and their history

• Customary formats of business documents usedCustomary formats of business documents used

• Use Internet for informationUse Internet for information

• Learn names of major political leaders, sports figures, and other Learn names of major political leaders, sports figures, and other

celebritiescelebrities

INTERNATIONAL CONFERENCESINTERNATIONAL CONFERENCES (CONTINUED)(CONTINUED)

Some of the things you might be required to handleSome of the things you might be required to handle• Liaison and protocolLiaison and protocol• Conduct tours for attendees and spousesConduct tours for attendees and spouses• On-site typing and administrative servicesOn-site typing and administrative services• Arrange lodgingArrange lodging• Arrange exhibit and display spaceArrange exhibit and display space• Others?Others?