HOW TO MAKE AND CANCEL

A BUSSINES MEETING

ANGGOTA :
1. Anisa Kusnul K. (160200575)
2. Dwi Nur Cahyanti (160200598)
3. Nur Siti Karomah (160200600)
 Purposes of Business Meeting

1. Making Decisions: The foremost objective of any meeting

is to take important decisions on some predetermined issue.
2. Exchanging Information: Meeting is arranged also to
provide information to the audience about various matters
of the organization.
3. Conveying Organizational Vision, Mission and Operational
Plans: Meetings are also called to convey organizational
mission, vision and operational plans to the newly
appointed employees.
4. Announcing Changes: Another purpose of
arranging meeting is to announce the
upcoming changes brought in organizational
policies, mission, vision.
5. Negotiation: Meeting is also called for
making negotiations between the conflicting
parties through fruitful discussion.
6. Resolving Conflict: In large
organizations conflict among people is
most common. Meeting helps the
conflicting parties to reach on common
understanding and thus resolving or
minimizing conflict.
7. Reviewing and Informing Progress:
Meeting is also called for reviewing
and informing the progress of any
project, plan and activity.
How To Make A Bussines Meeting

What is Business Meeting ?

Business meeting is a gathering where two or more
people assemble together with a view to taking some
decisions on some preset issues.
 Make A Business Meeting
1) Opening
When you make an appointment with a client, generally
begins with a greeting. However, it is important not to try
to speak not the point.
2) Reasons Speaking Brief
As much as possible to create the limited time when you
make the appointment. It aims to give the impression that
you can not be too long to call. The reason is none other
than a brief talk that in order to avoid the questions that
require you to give an explanation over the phone.
Certainly could be at risk if all you've described in your
phone, which can actually make the client need not be met
because it was already quite clear.
3) Get Time Compliance with Client
From a short talk time get a match between you and the
client. Make sure it is true that your client does not have
an event on a day that has been set. Ask carefully
whether the client has a busy agenda and at the
promised time. If indeed there is activity, the option to
offer a second time.
4) Answer Questions with Questions Terminated
If in case you have questions or may request that asks
you to explain business related, make sure you are not
hooked to explain. Remember your efforts can not be
explained piecemeal especially over the phone. Because
of incomplete information may actually make your
clients assess business eye. Therefore, answer the
question briefly as possible, end with a question.
5) Confirmation
If your clients have declared themselves willing to
attend, do not forget to confirm. Confirmation is needed
to put an emphasis on your client that shows the
promise that has been made is very important. So if it
had to cancel an appointment, clients must contact you.
 Example
Secretary : Good morning, PT. Sepatu
Mas Idaman. Is there anything I can help?
Caller : Good morning, I'm Mrs. Pearl as
secretary Mr Egi, from PT. Dasar Rukun
would like to speak with Mr. Joey as
Director of PT. Sepatu Mas Idaman.
Secretary : Sorry Mrs. Pearl, Mr. Joey
was not in place. He was there on a
business trip to Jakarta. Is there a message
to be conveyed to him?
Caller : Yeah Miss, Mr Egi as leader we
want to hold a meeting with Mr. Joey to
discuss cooperation on offshore oil
drilling in East Kalimantan. The meeting
will be conducted on Monday, October
10th, 2011 at 10:00 pm located in
restaurant Mahardika Jl. A. Yani no.10
Jakarta.
Secretary : Well, I will convey the
message to Mr. Joey's Miss and for
further confirmation, I will call back.
May I know the address along with the
telephone number of the PT. Dasar
Rukun?
Caller : Our office at Jl. Basuki Rahmat
2 Jakarta and contact telephone number
(031) 5552011
Secretary : I'm sorry Mrs. Pearl, there
may be I can help you get back?
Caller : No thanks. I wait for
confirmation from you as soon as
possible.
Secretary : Okay. Mrs. Pearl will be my
contact after the message is received
follow-up from our leaders.
Caller : Thank you, good morning.
Secretary : Good morning.
CANCEL A BUSSINES MEETING

If suddenly there are obstacles and we have promise of

meeting soon we contact the client to cancel the meeting.
 If you want to cancel a business meeting things to note in
order not to make the client angry and disappointed that
1. Start With Apologize
2. reschedule appointments
3. Do not cancel abruptly
4. Speak directly
5. Speaking honest in giving reasons
 EXAMPLE

Secretary: Good Morning! with PT. Excel there anything I can help you?
Mother Dita: Good Morning! My mother Dita director of PT.
Prosperous.
Can I speak to Mr. Dika, Director of PT Unggul?
Secretary: We are sorry, Mr. Dika was in a meeting. There is a message
that I can say?
Mother Dita: Yes, please pass a message to Mr. Dika if I can not attend a
meeting Saturday
tomorrow because no official duties to Jakarta is important
and can not be represented.
I have held an appointment with Mr. Dika. Please convey my
apology to Mr. Dika!
Secretary: Yes, Mrs. Dita! I will convey the message to the father's
mother Dika.
Dita Mom: Thank you. Good morning!
Selretaris: Good Morning!